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MAINTENANCE & ENGINEERING ADMINISTRATIVE ASSISTANT

March 17 2020
Industries Agriculture, Forestry, Fishing, Hunting
Categories Production, Operations, Quality, Safety, Administrative, Clerical, Document Control, Manufacturing, Production, Industrial
Espanola, ON

Description

Domtar Inc., Specialty Papers Division, Espanola Operations is currently seeking a Maintenance and Engineering Administrative Assistant to join our team.

As an integrated mill, Espanola operates two pulp machines for making specialty hardwood and softwood pulps, and two paper machines that produce more than 300 different types of paper. The Espanola mill's competitive difference is people and technology. Espanola ranks among the most innovative mills in North America. The Espanola Mill is ISO 9001 certified. Our FSC (Forest Stewardship Council) chain of custody certification, along with ISO 14001, also places us in the North American forefront.

Role:

This position requires an engaged individual who is looking for an opportunity to build, contribute and advance our organization. This is a key role to ensure smooth operation of the Maintenance and Engineering team. The Administrative Assistant is responsible for performing a variety of complex and demanding administrative tasks under minimal supervision, requiring a thorough knowledge of company policies and procedures. Providing technical administrative support to the Maintenance and Engineering team to guarantee the accuracy and accessibility of information in the Computerized Maintenance Management System (SAP) and the technical library, this position requires the ability to work independently and as part of a team, exercising judgment and initiative.

Responsibilities:

Accountabilities include, but are not limited to:

  • Anticipate and effectively work with conflicting and changing priorities, ensuring that deadlines, priorities and objectives are met.
  • Coordinate information and input into reports and databases, maintain Key Performance Indicators (KPIs), and update Maintenance SharePoint page(s).
  • Coordinate meetings and events using cooperation, prioritization, and decision making skills to manage complex and conflicting schedules. Provide and prepare required meeting material, administer distribution lists, record minutes, and maintain action item lists.
  • Prepare and proof memos, letters, and other documents that may include technical terminology
  • Monitor the SAP database and returned work packages for compliance to the site asset management standards and escalate any compliance and quality control issues.
  • Review and process completed work packages and associated documents (i.e. scan and file related maintenance datasheets, repair reports, work order feedback, preventative/predictive maintenance check sheets, torque records, and other compliance documentation).
  • Identify and correct, or forward to the maintenance planners, all asset and equipment data errors to ensure accurate equipment hierarchies for all equipment.
  • Prepare purchase requisitions as required for non-maintenance related items such as office supplies, furniture, and service and rental agreements). Assist with the processing of invoices.
  • Maintain routine and confidential information, records, and files, including electronic and document filing.
  • Provide back up support for document control activities and assist with work overflow as needed.
  • Assist Superintendents, Supervisors, and Engineers with basic and procedural information through the work management process.
  • Provide general administrative support including answering/placing telephone calls, receptionist duties, and researching non-technical matters.
  • Maintain and update vacation schedule for salaried employees.
  • Coordinate travel arrangements and provide necessary documents as required.
  • Rely on experience and judgment to plan and accomplish more complicated goals or undertake special assignments as required.
Qualifications:
The ideal candidate will possess;
  • Post-Secondary education in a business/office administration field.
Experience:
  • 1 – 3 years’ experience in document control within a complex industrial environment.
  • Proven experience with Microsoft SharePoint.
  • Experience with work order administration and/or document control for maintenance functions would be considered an asset.
  • Knowledge of typical maintenance processes and common industrial equipment would be considered an asset.
  • Experience working in a technical environment and/or knowledge of engineering terminology and document types would be considered an asset.
Knowledge – Skills – Abilities:
  • Excellent written and verbal communication skills to collaborate effectively with various teams and individuals, both internal and external as well as the ability to work independently with self-discipline and rigor as required
  • A results focused, critical thinking, and detail-oriented individual with proven problem solving skills
  • Strong organizational, time management and planning skills to prioritize, schedule, and meet deadlines and guidelines
  • Excellent computer skills and demonstrated proficiency of MS Office software, particularly Excel. Knowledge of SAP and Concur would be considered and asset
  • Must be able to deal with sensitive issues in a confidential manner
  • Proven knowledge of administrative best practices
Additional Information:
  • Applicant must successfully complete a selection process that includes panel interviews, aptitude testing, background check, health assessment, and drug and alcohol testing.
  • Domtar is an Equal Opportunity Employer.
  • We would like to thank all applicants for their interest; however, only those candidates selected for interviews will be contacted.

Apply now!