Administrative Assistant - Supply Chain & Logistics
The Corporate Maintenance & Repair (M&R) System Administrator supports the organization's maintenance work order and invoicing platforms by ensuring system reliability, data integrity, and efficient daily operations. This position serves as a key resource for system administration, technical support, reporting, and process improvement while partnering with internal departments and external vendors to resolve issues and optimize system performance.

Key Responsibilities

• Provide day-to-day administration and support for M&R work order and invoicing applications, ensuring accurate system configuration and user access.
• Monitor and respond to support requests from internal teams and external vendors, delivering timely issue resolution and guidance.
• Configure and maintain vendor, shop, and user profiles, along with other system settings and master data.
• Partner with Operations, Fleet, Accounting, Accounts Payable, and Audit teams to investigate and resolve system, vendor, and invoicing issues.
• Perform system testing for new enhancements, upgrades, and process changes to verify functionality and data accuracy.
• Document system issues, coordinate escalations when necessary, and communicate progress through issue resolution.
• Import maintenance work order data into the ERP system, investigate discrepancies, and resolve data variances.
• Review vendor statements and reconcile outstanding balances to ensure accurate payment processing.
• Maintain system tables and databases, including labor rates, tax information, tariffs, and other reference data.
• Create and analyze operational reports using SQL, Tableau, Excel, and other reporting tools to support business decisions.
• Assist with month-end financial activities by preparing accruals and supporting account reconciliations.
• Ensure consistent, accurate data across integrated systems and maintain the integrity of reporting information.
• Coordinate meetings with vendors to review performance, discuss outstanding issues, and communicate upcoming system or process updates.
• Support internal and external audit requests by providing documentation and system information.
• Maintain and test functionality within Zenon and other maintenance management applications to ensure alignment with established business processes.
• Assist with user training, documentation, and continuous improvement initiatives related to M&R systems.

Qualifications

• Bachelor's degree in Business, Information Systems, Computer Science, Supply Chain, or a related field preferred.
• Strong organizational skills with exceptional attention to detail.
• Excellent written and verbal communication skills.
• Intermediate to advanced proficiency in Microsoft Excel.
• Experience working with ERP systems; Oracle experience is preferred.
• Working knowledge of Microsoft SQL Server and SQL reporting is preferred.
• Experience with Tableau or other business intelligence tools is a plus.
• Ability to troubleshoot technical issues, analyze data, and manage multiple priorities in a fast-paced environment.