Maintenance Administrator/Payroll

* This position requires payroll experience and is 100% onsite * 

Under general direction, the Maintenance Administrator provides administrative and organizational support to the Director of Maintenance and the maintenance leadership team. This position involves handling sensitive and confidential information, maintaining employee records, preparing reports, and managing communications. The role ensures smooth office operations and contributes to an efficient, professional work environment. 

Administrative Support 

• Serve as the primary assistant to the Director of Maintenance and support team, handling sensitive and confidential matters with discretion. 
• Maintain and manage payroll, attendance, and leave tracking for hourly and salaried employees, including leave of absence and paid time off. 
• Prepare, update, and submit weekly, monthly, and periodic reports for maintenance operations, including NTD, ABBG, and KPI reporting. 

Employee Records and Compliance 

• Track and manage employee records in accordance with the Collective Bargaining Agreement (CBA), including certifications, pay rates, attendance, and discipline. 
• Compile and maintain accurate records of office activities and employee transactions. 
• Assist with onboarding new hires, ensuring all processes and documentation are complete. 

Communication and Correspondence 

• Answer and direct department telephone calls; handle incoming and outgoing correspondence promptly. 
• Develop and format correspondence, including bulletins, letters, memos, and reports, and assist with the dissemination of internal and external communications. 
• Assist in preparing CBA grievance hearing documents using manager notes, employee files, and CBA guidelines. 

Office Operations 

• Schedule meetings, maintain department calendars, and occasionally plan or coordinate events and meetings at the company level. 
• Maintain inventory and order supplies for the maintenance division. Distribute mail and paychecks to appropriate departments. 
• Operate office equipment, including photocopiers, scanners, and voicemail systems. 

Support Functions 

• Maintain job requisitions and staffing reports, collaborating with relevant personnel to update employee statuses. 
• Ensure compliance with environmental and safety regulations through organized documentation and processes. 
• Perform other related duties as assigned by the department management team. 

Keywords: Payroll; Paylocity; Novatime; Collective Bargaining Agreement; Maintenance; Union; Onsite

BENEFITS: 

• Paid holidays, 
• Paid sick days, 
• Paid personal days,
• Paid Vacation after completion of one year
• Healthcare (Medical, vision, life insurance, dental) - § Eligibility after waiting period
• Flexible Spending Account, Healthcare Spending Account, Dependent Care Spending Account
• Defined Benefit (Pension) - § Mandatory employee contribution
• Deferred Compensation (457)  - § Company matches up to 4% after 1 year
• Long Term Disability
• Paid bi-weekly

Strong ability to maintain confidentiality and ensuring all communications, record keeping, and file storage is maintained and not subject to breach. 

• This is an essential position which requires flexibility and on-site attendance. As business needs require, may be required to occasionally work outside of core business hours to support projects and time-sensitive matters.
• Proficient in the use of computers, including database and other related maintenance systems/software & document management software and Microsoft Office
• Prior administrative and task-oriented experience preferred, but not required
• Strong communication skills: ability to interact productively with supervisors, peers, and subordinates
• Superb organizational and time management skills.
• High school diploma or equivalent required, Associates Degree or higher preferred
• Payroll experience with Paylocity is a plus