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Maintenance Coordinator and Office Administration

Amtec Human Capital

This is a Full-time position in Pasadena, TX posted July 31, 2022.

Job SummaryThis unique position is a combination of responsibilities and required skill set for this role. This is a position that provides administrative/clerical support to the senior leadership team and simultaneously supports the operations team. They are a self-starter that enjoys working in a fast-paced environment, strong commitment to deadlines and team, is highly organized and process oriented with a strong sense of ownership in their work, possesses a high degree of intellectual curiosity, and has a superior skill set managing multiple job tasks simultaneously. The role also requires the Maintenance Coordinator and Office Administrator to switch between two locations, two blocks apart in distance.Maintenance Coordinator: The work will include responsibility for managing work orders in theComputerized Maintenance Management System (CMMS) and the Microsoft Planner, coordination and coding of operational purchase orders and invoices, and maintenance of operational procedures. They understand the importance of planning repairs or maintenance as their work is vital for avoiding delays, improving productivity and workflow, and reducing maintenance costs. Office Administration: Responsible for the overall coordination of work planning, record keeping and customer service issues. The position may also include scheduling of internal and external meetings, the coordination of regulatory and procedural filings, preparing presentations and reports both internal and external, and the general support for senior leadership and the operations team. Duties & Responsibilities- Support all Senior Management staff and General Manager as required- Coordinates and schedules office events, meetings, and use of conference rooms- Assist/prepare presentations as needed- Handle confidential matters and materials such as financial statements, shareholder documents, minutes, contracts, project reports, etc.- Assist with preparing and review expense reports for all employees- Arrange business travel including flights, itineraries, conference registration, transportation and accommodations- Administers, coordinates, and executes company document control policy- Maintain various databases. Eg, Impulse, D365, Grainger, records and other documents (customer contracts, banking documents, financial statements, etc.)- Administers all operational reporting for Monthly KPI’s, Safety, Environmental, and corporate ESG. Collects, consolidates, and prepares drafts of required reports- Supports senior leadership and plant management with drafting of letters, documents, presentations, and other activities- Receives incoming, visitors, telephone calls, answers routine inquiries- Assists management with on-boarding new employees and offboards employees- Assist plant management by creating, assigning, and completing work orders in a plant environment- Provide record keeping support for the ordering of parts and material (CMMS)- Plan and schedule maintenance utilizing a CMMS including but not limited to: planned or preventative maintenance, corrective maintenance, safety audits, inventory control, small tool control, time sheets, parts costs, asset management, key management, productivity reporting, maintenance KPI reporting, and work order assignment- Work with project managers on documentation control and critical path schedules- Function as interface to customers- Responsible for the coordination of operational purchase orders- Responsible for the maintenance of operations-related files and procedures- Provide support for reporting as required- Maintain various records including legal files, customer contacts, vendor lists, etc.- Interface daily with maintenance staff, operations staff, management, and vendors or suppliers- Supports Business Development with preparing proposals, presentations, and other required materials- Dispatch of maintenance personnel when necessary- Work closely with project managers responsible for assisting with project controls including schedules, purchase orders, invoices, field reports, and documentation control- Part of the core team for emergency preparedness or other emergencies- Availability to respond to situations as needed outside regular business hours- Ad hoc projects/duties as required Perform other duties as assigned by Senior Leadership or General Manager Health, Safety & Environment (HSE)The Business has a consistent and dedicated focus on a proactive safety culture. HSE is theresponsibility of everyone in the organization.SKILLS & QUALIFICATION:- Minimum high school diploma with 3+ years’ experience in general business operations and procedures. College degree preferred- Strong level written and verbal communication skills- Highly analytical with great attention to detail- Ability to interact with staff (at all levels), sometimes under pressure, remaining flexible, proactive, resourceful, and efficient, with professionalism and confidentiality- Knowledge of MPulse (Computerized Machinery and Maintenance System, CMMS) is a plus- Knowledge of Microsoft Office (Word, Excel, PowerPoint)- Strong written and editorial skills- Strong mathematics and analytical abilities- Ability to operate in a team environment and lead projects as necessary- Ability to shift priorities frequently and to effectively perform under pressure- Technical knowledge of mechanical and electrical systems associated with industrial processes is preferred- Previous experience in operations management or project management in a utility or process-oriented industry is strongly preferred- Ability to function in both a plant and office environment- Ability to organize and communicate work assignments- Requires superior interpersonal and communication skills, and the ability to develop and maintain good working relationships with client, public, procurement, operations, employees, etc.- Excellent management and organizational skills are also required- Valid Drivers License

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