Maintenance Assistant I

The Maintenance Assistant I plays a critical role in supporting the daily operations of the Crane and Vehicle Maintenance Department by ensuring administrative processes run efficiently, accurately, and safely. This position serves as a key point of coordination between maintenance personnel, management, labor representatives, vendors, and internal customers, helping to keep maintenance activities organized and compliant. Responsibilities include managing requisitions, payroll and labor records, training and compliance documentation, correspondence, and operational reporting while identifying opportunities to improve administrative processes and divisional efficiency.

Responsibilities

• Communicates with internal and external customers to accurately receive and execute instructions.
• Creates work orders and requisitions to support maintenance operations.
• Reviews, updates and approves timesheets, payroll and labor orders.
• Coordinates with management on correspondence with union leadership.
• Ensures timely submission of billable events.
• Creates correspondence, reports, memorandums, manuals, procedures and instructions. Prepares drafts and proofreads correspondences for proper grammar and spelling.
• Maintains filing systems for all correspondence, reports and procedures.
• Assists team members and management in daily operations with requests as needed.
• Maintains training records, inspection documentation and compliance records.
• Manages office supplies and operational needs to ensure efficient and effective team operations.
• Identifies opportunities for improvement for administrative process and divisional efficiency.
• Participates in the company wide safety observation program.
• Performs other duties as assigned.
• The Port of Virginia is a 24-hour, 7-day-a-week, 365-day-a-year operation, schedule and location may vary based on the needs of the operation.

Qualifications

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education

High School Diploma or GED equivalent required.

Licenses, Certifications, and Credentials

Valid driver's license; Transportation Worker Identification Credential

Work Experience

Two years of relevant experience preferred.

Skills

Strong written/verbal communication, and interpersonal skills, High

Proactive problem-solving capabilities, High

Proficiency in Microsoft Office applications (Outlook, Word, and PowerPoint), High

Attention to detail, High

Organizational skills, High

Ability to balance competing priorities, High