Maintenance Admin Assistant - Cedar Rapids, IA

Maintenance Admin Assistant - Cedar Rapids, IA

Summary:
The Administrative Assistant provides administrative and system support to the Maintenance Department, with primary responsibility for maintaining accurate records within the Computerized Maintenance Management System (CMMS) and contractor timekeeping system. This role ensures maintenance work orders, contractor labor hours, and supporting documentation are entered, validated, and processed accurately to support maintenance planning, reporting, and contractor invoice reconciliation

Specific Job Duties    

• Enter, maintain, and update maintenance work order information within the CMMS.
• Review completed work orders for accuracy and completeness.
• Process maintenance labor, materials, and equipment usage records.
• Maintain equipment and asset data within the CMMS.
• Administer the contractor timekeeping system and ensure accurate labor hour reporting.
• Verify contractor hours against approved work orders and assigned activities.
• Support contractor invoice processing by validating labor charges and documentation.
• Investigate and resolve discrepancies between contractor records, work orders, and invoices.
• Generate and distribute maintenance performance, labor, and contractor spending reports.
• Perform routine audits to ensure data accuracy and integrity across maintenance systems.
• Maintain maintenance records and documentation in accordance with company requirements.
• Assist maintenance planners and supervisors with scheduling, reporting, and administrative support.
• Coordinate with contractors, maintenance personnel, finance, and operations teams as needed.
• Support department meetings, communications, and reporting activities.
• Identify opportunities to improve data quality, reporting accuracy, and administrative processes.

Preferred Skills: 

• Strong attention to detail with a high degree of accuracy in data entry and record management.
• Proficiency with Microsoft Office applications, particularly Excel, Word, and Outlook.
• Ability to learn and effectively utilize CMMS (MAXIMO), contractor management, and business systems.
• Strong organizational skills with the ability to manage multiple priorities and deadlines.
• Effective communication and problem-solving skills with the ability to work across departments and with external contractors

Environment

• Primarily Monday – Friday, but available for operations outside of standard working hours
• Work with various chemicals and caustics
• Stand for long periods of time
• Lift 50 lbs
• Carry ladders and tools
• Climb ladders / stairs
• Walk long distances

Base pay offered may vary depending on multiple individualized factors, including market location, job-related knowledge, skills, and experience. Hourly and salaried non-exempt employees will also be paid overtime pay when working qualifying overtime hours.

If hired, employees will be in an “at-will position” and the Company reserves the right to modify base pay (as well as any other discretionary payment or compensation program) at any time, including for reasons related to individual performance, Company or individual department/team performance, and market factors.

The pay range for this position is expected to be between:

Benefits and Perks

Enriching the quality of life for the world begins by taking care of our colleagues. In addition to competitive pay, we support your diverse needs with a comprehensive total rewards package to enhance your well-being, including:

• Physical wellness – medical/Rx, dental, vision and on-site wellness center access or gym reimbursement (as applicable).
• Financial wellness – flexible spending accounts, health savings account, 401(k) with matching contributions and cash balance plan, discounted employee stock purchasing program, life insurance, disability, workers’ compensation, legal assistance, identity theft protection.
• Mental and social wellness – Employee Assistance Program (EAP), Employee Resource Groups (ERGs) and Colleague Giving Programs (ADM Cares).

Additional benefits include:

• Paid time off including paid holidays.
• Adoption assistance and paid maternity and parental leave.
• Tuition assistance.
• Company-sponsored training and development resources, such as LinkedIn Learning, language training and mentoring programs.

*Benefits may vary for bargained locations, confirm benefit eligibility with your recruiter.

#IncludingYou

Diversity, equity, inclusion and belonging are cornerstones of ADM’s efforts to continue innovating, driving growth, and delivering outstanding performance. We are committed to attracting and retaining a diverse workforce and create welcoming, truly inclusive work environments — environments that enable every ADM colleague to feel comfortable on the job, make meaningful contributions to our success, and grow their career. We respect and value the unique backgrounds and experiences that each person can bring to ADM because we know that diversity of perspectives makes us better, together.

We welcome everyone to apply. We are committed to ensuring all qualified applicants receive consideration for employment regardless of race, color, ethnicity, disability, religion, national origin, language, gender, gender identity, gender expression, marital status, sexual orientation, age, protected veteran status, or any other characteristic protected by law

About ADM

At ADM, we unlock the power of nature to provide access to nutrition worldwide. With industry-advancing innovations, a complete portfolio of ingredients and solutions to meet any taste, and a commitment to sustainability, we give customers an edge in solving the nutritional challenges of today and tomorrow. We’re a global leader in human and animal nutrition and the world’s premier agricultural origination and processing company. Our breadth, depth, insights, facilities and logistical expertise give us unparalleled capabilities to meet needs for food, beverages, health and wellness, and more. From the seed of the idea to the outcome of the solution, we enrich the quality of life the world over. Learn more at www.adm.com.