Maintenance Documentation Clerk (Shift A)

Job Description:

SUMMARY

Working under minimal supervision, performs, documents, and controls maintenance and calibration technical documentation related to preventive and corrective maintenance activities.

This role is responsible for supporting the Maintenance Department through documentation control, work order management, inventory tracking, maintenance metrics reporting, and administrative support. The position also provides documentation support to Engineering and Maintenance teams, ensuring that records are accurate, updated, and compliant with company and regulatory requirements.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Include the following. Other duties may be assigned.

• Perform and document maintenance and calibration activities.

• Review and maintain maintenance and calibration records to ensure compliance with quality and regulatory requirements.

• Responsible for printing, processing, and documenting transactions within the maintenance software system to support preventive and corrective maintenance activities.

• Ensure maintenance documentation is completed accurately and in accordance with regulatory requirements.

• Track and monitor preventive and corrective maintenance work orders. ,

• Support maintenance supervisors and technical leads with documentation control and administrative activities.

• Maintain inventory records and spare parts tracking for maintenance and machine assembly activities.

• Generate and update maintenance metrics, reports, and spreadsheets. ,

• Collaborate weekly to verify that preventive and corrective maintenance activities have been completed according to schedule and provide weekly metrics reports.

• Coordinate with Maintenance Technical Leads regarding preventive maintenance assignments and execution.

• Provide documentation and records support to Engineering when equipment information or technical documentation is required.

• Maintain organized filing systems and document control processes.

• Follow standard operating procedures (SOPs) for all assigned tasks.

• Maintain a clean and organized work environment.

• Complete all required safety and environmental training.

• Ensure compliance with company policies, regulatory requirements, and Health, Safety and Environmental procedures.

SUPERVISORY RESPONSIBILITIES

• Have supervisory responsibilities: No

• Leadership: N/A

• Supervises: N/A

Supervision

General supervision: routine duties are performed with minimal supervision; standard practices and procedures allow proceeding independently; work is reviewed periodically and upon completion.

EDUCATION AND/OR EXPERIENCE

• High School Diploma required.

• 2–3 years of related experience is preferred.

• Experience in documentation control, administrative support, inventory control, maintenance support, or related activities is desirable.

• Intermediate computer skills required, including:

  • Microsoft Excel

  • Microsoft Word

  • Email

  • Databases

  • Spreadsheets and reporting tools.

• Excel training or certification is a plus.

• Intermediate to advanced English preferred. Ability to communicate with visitors and stakeholders from Fremont and Austin and support documentation requests when required.

OTHER SKILLS AND ABILITIES

• Ability to read and understand technical documentation.

• Strong organizational and documentation management skills.

• Ability to manage inventories and maintain accurate records.

• Ability to create and maintain reports and metrics using Excel.

• Ability to multitask and work under pressure.

• Strong attention to detail and follow-up skills.

• Ability to learn and apply GMP requirements.

• Ability to read and comprehend instructions, correspondence, and procedures.

• Strong customer service orientation and communication skills.

• Ability to work effectively with Maintenance and Engineering teams.

• Intermediate computer skills including email, databases, word processing, spreadsheets, and graphics.

COMMENTS

This position is responsible for supporting the Maintenance Department through documentation control, maintenance records management, spare parts inventory tracking, and reporting activities. The role requires a highly organized individual capable of managing documentation, metrics, and administrative processes while supporting Maintenance and Engineering teams. ,

This job description is an outline of the major recurring responsibilities of the job and is not intended to be all-inclusive. Other duties may be assigned based on business needs.