Maintenance Administrative Assistant

Georgia Pacific Corp.; Toledo (OR); On-site; USD 45,000 - 65,000; Full time

Benefits offered by this job

Medical benefits

Dental benefits

Paid time off

Job summary

Georgia-Pacific in Toledo, Oregon is seeking a Maintenance Administrative Assistant to support the Maintenance team and keep departmental information, purchasing activities, vendor services, records, meetings, and follow-up actions organized and moving forward.

The successful candidate will be organized, detail-oriented, responsive, and comfortable coordinating across multiple priorities, with opportunities to improve administrative processes, maintain reliable information, and help Maintenance

Qualifications

• Experience providing administrative, office, purchasing, accounting, scheduling, or operational support.
• Experience using Microsoft Outlook, Word, Excel, and Teams.
• Experience maintaining records, reports, spreadsheets, or electronic tracking systems.
• Experience coordinating multiple priorities and communicating with internal and external customers.
• Ability to handle business information professionally and maintain accuracy with limited supervision.

Responsibilities

• Serve as a central point of contact for Maintenance department information, requests, and follow-up.
• Maintain accurate spreadsheets, reports, trackers, checklists, logs, and departmental records.
• Use Passport to create purchase orders, process invoice payments, maintain accurate purchase-order information, support system cleanup, and follow up on work orders.
• Prepare and distribute recurring department reports.
• Coordinate meetings, schedules, agendas, materials, minutes, and action-item follow-up.
• Communicate with vendors regarding service requests, scheduling changes, invoices, and service-related issues.
• Adjust vendor services to support changing mill needs, including adding, reducing, or rescheduling services.
• Coordinate records and vendor scheduling for the facility’s Integrated Pest Management program, including documentation, reported activity, and corrective-action follow-up.
• Coordinate vehicle purchases and maintain fleet records, including registrations, inspections, insurance documentation, fuel, mileage, and compliance information.
• Maintain required DOT documentation, including driver information, physicals, vehicle requirements, and drug and alcohol program records.
• Organize and maintain department resources in SharePoint, Teams, and other business systems.
• Identify and implement opportunities to improve department organization, tracking, communication, administrative processes, and follow-through.

Skills

Administrative support

Purchasing

Microsoft Office

Record keeping

Communication

Tools

Passport

SAP

SharePoint

Asset Suite

Job description

Georgia-Pacific is seeking a Maintenance Administrative Assistant to support the Maintenance team at our Toledo, Oregon facility. This position plays an important role in keeping department information, purchasing activities, vendor services, records, meetings, and follow-up actions organized and moving forward.

The successful candidate will be organized, detail-oriented, responsive, and comfortable coordinating across multiple priorities. This role provides an opportunity to create value by improving administrative processes, maintaining reliable information, and helping Maintenance leaders, supervisors, planners, buyers, vendors, contractors, and other departments work together effectively.

Our Team

The Toledo Maintenance team supports safe, reliable, and efficient mill operations through mechanical maintenance, electrical and instrumentation maintenance, planning, reliability, preventive maintenance, mill services, and administrative support. The team values personal ownership, effective communication, collaboration, continuous improvement, and dependable follow-through.

What You Will Do

• Serve as a central point of contact for Maintenance department information, requests, and follow-up.
• Maintain accurate spreadsheets, reports, trackers, checklists, logs, and departmental records.
• Use Passport to create purchase orders, process invoice payments, maintain accurate purchase-order information, support system cleanup, and follow up on work orders.
• Prepare and distribute recurring department reports.
• Coordinate meetings, schedules, agendas, materials, minutes, and action-item follow-up.
• Communicate with vendors regarding service requests, scheduling changes, invoices, and service-related issues.
• Adjust vendor services to support changing mill needs, including adding, reducing, or rescheduling services.
• Coordinate records and vendor scheduling for the facility’s Integrated Pest Management program, including documentation, reported activity, and corrective-action follow-up.
• Coordinate vehicle purchases and maintain fleet records, including registrations, inspections, insurance documentation, fuel, mileage, and compliance information.
• Maintain required DOT documentation, including driver information, physicals, vehicle requirements, and drug and alcohol program records.
• Organize and maintain department resources in SharePoint, Teams, and other business systems.
• Identify and implement opportunities to improve department organization, tracking, communication, administrative processes, and follow-through.

Who You Are (Basic Qualifications)

• Experience providing administrative, office, purchasing, accounting, scheduling, or operational support.
• Experience using Microsoft Outlook, Word, Excel, and Teams.
• Experience maintaining records, reports, spreadsheets, or electronic tracking systems.
• Experience coordinating multiple priorities and communicating with internal and external customers.
• Ability to handle business information professionally and maintain accuracy with limited supervision.

What Will Put You Ahead

• Administrative experience in a manufacturing, industrial, maintenance, or construction environment.
• Experience creating purchase orders, processing invoices, or resolving billing discrepancies.
• Experience with Passport, Asset Suite, SAP, or another purchasing or maintenance-management system.
• Experience supporting vendors, contractors, fleet programs, DOT records, or compliance documentation.
• Experience using SharePoint and developing effective trackers, reports, and document-control systems.

At Koch companies, we are entrepreneurs. This means we openly challenge the status quo, find new ways to create value and get rewarded for our individual contributions. Any compensation range provided for a role is an estimate determined by available market data. The actual amount may be higher or lower than the range provided considering each candidate's knowledge, skills, abilities, and geographic location. If you have questions, please speak to your recruiter about the flexibility and detail of our compensation philosophy.

Hiring Philosophy

All Koch companies value diversity of thought, perspectives, aptitudes, experiences, and backgrounds. We are Military Ready and Second Chance employers. Learn more about our hiring philosophy here .

Who We Are

As a Koch company and leading manufacturer of bath tissue, paper towels, paper-based packaging, cellulose, specialty fibers, building products and much more, Georgia-Pacific works to meet evolving needs of customers worldwide with quality products. In addition to the products we make, we operate one of the largest recycling businesses. Our more than 300,000 employees in over 150 locations are empowered to innovate every day - to make everyday products even better.

At Koch, employees are empowered to do what they do best to make life better. Learn how our business philosophy helps employees unleash their potential while creating value for themselves and the company.

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Our goal is for each employee, and their families, to live fulfilling and healthy lives. We provide essential resources and support to build and maintain physical, financial, and emotional strength - focusing on overall wellbeing so you can focus on what matters most. Our benefits plan includes - medical, dental, vision, flexible spending and health savings accounts, life insurance, ADD, disability, retirement, paid vacation/time off, educational assistance, and may also include infertility assistance, paid parental leave and adoption assistance. Specific eligibility criteria is set by the applicable Summary Plan Description, policy or guideline and benefits may vary by geographic region. If you have questions on what benefits apply to you, please speak to your recruiter.

Additionally, everyone has individual work and personal needs. We seek to enable the best work environment that helps you and the business work together to produce superior results.

Equal Opportunity Employer, including disability and protected veteran status. Except where prohibited by state law, some offers of employment are conditioned upon successfully passing a drug test. This employer uses E-Verify. Please click here for additional information. (For Illinois E-Verify information click here , aquí , or tu ).