Maintenance Admin Assistant - Cedar Rapids, IA

ADM; Cedar Rapids (IA); On-site; USD 40,000 - 55,000; Full time

Job summary

ADM's Maintenance Department in Cedar Rapids, IA seeks an Administrative Assistant to provide office and system support. You will enter, verify, and maintain CMMS (MAXIMO) data, process contractor labor hours, and assist with reporting and invoice reconciliation. Role requires meticulous data entry, strong MS Office skills, and coordination across maintenance, finance, and operations.

Primary schedule is Monday–Friday with some after-hours support. Background check required.

Qualifications

• Must have strong data-entry and record-management skills.
• Experience with CMMS/MAXIMO is preferred.
• Proficient in MS Office (Excel, Word, Outlook).
• Strong organizational and multi-tasking abilities.

Responsibilities

• Enter, maintain, and update maintenance work order data in CMMS.
• Review work orders for accuracy and completeness.
• Process labor, materials, and equipment usage records.
• Administer contractor timekeeping and validate labor hours.
• Support contractor invoice processing and reporting.
• Coordinate with multiple departments for scheduling and reporting.

Skills

Detail oriented

Data entry

Organizational skills

Communication

Problem solving

Tools

MAXIMO CMMS

Microsoft Office

Job description

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

ADM requires the successful completion of a background check.

REF:112856BR