Maintenance Office Administrator

One of our major oil and gas clients is seeking a Maintenance Office Administartor to work on a 12 - month assignment in their facilities in Sabine Pass, TX.

Summary:

The Maintenance Clerk/Admin provides essential administrative and clerical support to the Maintenance Department. This role focuses on accurate data entry, work order processing, recordkeeping, and coordination of documentation to ensure maintenance activities are organized, documented, and compliant. The position supports daily operations by keeping information flowing between maintenance, operations, and supply chain.

Responsabilities:

1. Maintenance Specific Type Activities
   • Printing out WO work packs
   • Enter, process, update, and close work orders in the CMMS (SAP, etc.).
   • Verify accuracy of work order information including labor hours, materials used, and comments.
   • Track work status and notify supervisors of overdue or incomplete entries.
   • Assist technicians and supervisors with basic SAP CMMS navigation questions.
   • PO generation - Annual PO's
   • Accruals/PO Tracking
   • New to site SAP Onboarding and basics

2. Clerical & Administrative Support
   • Maintain maintenance logs, and shared documentation.
   • Support other business administration for company functions, planning
   • Contractor TWIC validation and headcount
   • Calendar management
   • Leadership Monthly Expense Report generation
   • Maintenance Requested P-Card purchases
   • SharePoint Administration
   • Distribution Lists for Maintenance
   • Office Logistics, Support, and coordination with facilities
   • Prepare routine correspondence, reports, meeting notes, and spreadsheets.
   • Support daily maintenance meetings by managing attendance, distributing agendas, and recording action items.
   • Onboarding and Offboarding

3. Preventive Maintenance (PM) Support
   • Maintain PM completion trackers and follow up on overdue items.
   • Assist in updating PM documentation and checklists.

4. Reporting Support
   • Prepare simple maintenance reports such as:
   o Backlog summaries
   o Daily labor reporting
   o Headcount Forecast update for scheduling
   • Ensure reports are accurate, current, and distributed on time.

5. Communication & Department Support
   • Act as a point of contact for internal departments requesting maintenance information.
   • Support safety initiatives by organizing training documents, rosters, and attendance records.

Requirements

• High school diploma or GED.
• Administrative or clerical experience (preferably in maintenance, industrial, or technical environments).
• Strong computer skills (Excel, Outlook, Word).
• Accurate data entry and attention to detail.
• Strong organizational and communication skills.

Preferred

• Experience using a CMMS (SAP,).
• Previous experience in maintenance, refinery, manufacturing, or industrial settings.
• Understanding of basic maintenance terminology and workflows.