Maintenance Clerk

Company Overview

Grounded by a history that is deeply rooted in innovation, Hexion is a global employer committed to building and protecting the future by producing innovative performance materials.  Our materials are the building blocks for critical industries, including construction, agriculture, energy, automotive, and infrastructure protection. Everywhere you look, you will find our materials and people at work to help customers make products that are stronger, safer, and cleaner. When you work for Hexion, you’ll join a team that is committed to operating safely and with integrity to build a more sustainable future for all, our associates, our customers, and the communities where we live and work.  

Position Overview

Reporting to the Maintenance Manager, the Maintenance Clerk coordinates and/or performs a wide variety of administrative, office, and supports activities for the Maintenance department.  This position serves as a primary point of administrative contact for internal personnel and participates in the coordination and completion of ongoing projects and/or events.

This is a 1 year contract role. 

Job Responsibilities

Administration

• Administer payroll, time, and attendance management for associates.
• Manage timecards and invoicing for third-party contractors.
• Generate monthly reports, including training compliance and maintenance KPIs.
• Maintain and update equipment certification documentation (e.g., torque calibration records, safety equipment).
• Coordinate vendor relations, including ordering and arranging supplies.
• Support regulatory compliance through audit participation and control updates.
• Provide cross-functional administrative support to procurement and inventory control teams.
• Organize department meetings, create distribution lists, record minutes, and track action items.
• Lead and organize department events, awards, and milestone celebrations.
• Ensure IT equipment and department supplies are properly ordered and delivered on time.
• Identify and recommend opportunities for continuous improvement in processes and workflows.

Contract Management

• Oversee industrial compliance certification processes (e.g., Avetta).
• Monitor contractor compliance and support maintenance execution.
• Assist with the setup of new vendors, creation of purchase orders and processing invoices for service contractors.
• Track and enter contractor hours in SAP and conduct EH&S safety orientations for contractors.
• Manage online orientation systems for contractors.
• Coordinate supplier relationship meetings, including kick-off meetings and periodic reviews.

Supply Chain Management

• Monitor the PO tracker and create purchase requisitions.
• Update the status of open POs bi-weekly and reconcile vendor invoices.
• Manage vendor setup and administration in SAP, including updating banking and contact information.
• Maintain and update source lists in SAP for vendors and material numbers.

CMMS / Work Order Management

• Administer and close out maintenance work orders in the CMMS.
• Provide administrative support to ensure accurate tracking and closure of work orders.
• Maintain and archive documents, including equipment manuals, drawings, and ABSA records.

Document Control & Compliance

• Oversee document control systems, ensuring proper archiving and updates to drawings and manuals.
• Develop and update maintenance policies and procedures (e.g., flowcharts, templates, job risk assessments).
• Manage compliance and training records, ensuring KPIs are met and documented.
• Track non-conformance reports (NCRs) and transmittals to ensure timely resolution.
   

ORGANIZATIONAL RELATIONSHIPS

• Reports directly to the Maintenance Manager.
• Works closely with:
• Maintenance Purchaser
• Warehouse Technician
• Maintenance Leads
• Chief Inspector
• Site Administrator
• Source Administrator
• Site Engineering

Minimum Qualifications

Essential

• Experience in a manufacturing or industrial environment.
• Experience with Computerized Maintenance Management Systems (CMMS) such as SAP, Maximo, or EAM.
• Proficient in Microsoft Office applications, including Excel, Word, and PowerPoint.
   

Education

• A certificate or diploma in Business Administration from a post-secondary institution is preferred.
• Alternatively, 5+ years of relevant administration experience in an industrial environment.

SPECIAL SKILLS & EXPERIENCE

• Strong interpersonal and teamwork skills.
• Effective communication skills in written and oral English.
• Ability to work independently with strong time management and organizational skills.
• Attention to detail with a continuous improvement mindset, leveraging technology to streamline processes.
• Physical: Walking, driving, standing, lifting, sitting, carrying, pushing, pulling, climbing, balancing, stooping, kneeling, reaching, fingering, talking, hearing, and seeing.  
• Aptitudes: Must possess the ability to understand the meaning of words and their ideas, as well as instructions and their underlying principles.    
• Temperaments: Must have the ability to accept responsibility, perform duties under changing situations requiring preciseness, and adapt to evolving duties and responsibilities.  Must be able to adapt to situations involving the interpretation of ideas, or facts; be able evaluate, make decisions, and perform repetitive work.
• Must report to work Fit for Duty

Other

If currently an employee of the Company, you must have current satisfactory work performance and in most cases, have been in your current role for 18 months.

Disclaimer: We are not accepting unsolicited assistance from search firms/employment agencies for this employment opportunity. Please, no phone calls or emails to any employee about this position. All resumes submitted by search firms/employment agencies to any employee of the Company via email, the Internet, or in any other form and/or method without a valid written search firm agreement in place for this position will be deemed the sole property of the Company; no fee will be paid in the event a candidate is hired by the Company as a result of the unsolicited referral or through other means.