Office Coordinator - Maintenance

Your Job

We are seeking an experienced, detail-oriented Office Coordinator to support the Maintenance, Engineering and Administrative team at Brunswick Cellulose. The ideal candidate is a self-starter who thrives in a collaborative, fast-paced manufacturing environment, demonstrates strong customer focus and discretion when handling sensitive information, and helps drive process and documentation excellence for the maintenance organization.

This role sits at the intersection of administrative support, maintenance coordination, and customer-focused service to keep the Engineering/Maintenance organization running smoothly and safely.

Our Team

Georgia-Pacific Brunswick Cellulose manufactures softwood fluff pulp used primarily in absorbent products (diapers, hygiene products). GP has a long history of operational excellence and a strong safety and continuous-improvement culture. Koch Inc. companies emphasize decentralized entrepreneurship, respect for people, and a focus on process excellence - values that guide how we support plant operations and maintenance teams.

What You Will Do

• Serve as first point of contact for administrative inquiries directed to the Maintenance/Engineering and administrative group; route and escalate issues to the appropriate maintenance leads, engineers, or HR/operations personnel with timely follow-up.
• Manage confidential information with discretion: personnel records, shift coverage details, discipline/action documentation, and other sensitive materials.
• Coordinate scheduling and logistics for maintenance planning: arrange and maintain calendars for the maintenance management team, schedule shift-change meetings, planning sessions, and outage planning meetings.
• Support work order and preventive maintenance processes: collect, compile, and distribute maintenance reports, work order summaries, downtime logs, and parts usage data to maintenance planners and leaders.
• Maintain and update shared documents, department SharePoint sites, or other repositories (e.g., SOPs, permits, lockout/tagout checklists, maintenance schedules).
• Generate, compile, and format reports and presentations for leadership reviews - collect required data, produce clear visuals/tables, and ensure timely distribution.
• Track vacation and weekend duty schedules and maintain on-call rosters; coordinate coverage and ensure continuity of service.
• Provide general office administration: answer phones, greet visitors, manage mail and deliveries, order office/maintenance supplies, and maintain organized filing systems (electronic and physical).
• Support special projects and change initiatives (5S, Lean events, continuous improvement efforts) by organizing meetings, tracking action items, and documenting process changes.
• Coordinate vendor and contractor administrative needs: onboarding paperwork, site access forms, and arrival logistics for maintenance-related contractors; support purchase requisition tracking as needed.
• Plan and organize employee recognition and department events to support team morale and retention.
• Assist with compliance tracking-ensuring required training records, certifications, and permits are current and organized for audits.
• Coordinate all administrative activities for the maintenance, engineering, and administrative teams - schedule and coordinate internal and cross functional meetings (prepare agendas, distribute materials, record minutes), manage calendars and conference rooms, arrange catering and staff lunches, oversee vendor coordination for office supplies, facilities and AV setup.
• Administer mill wide production incentive and recognition programs - track production metrics and participation, maintain incentive records, prepare regular reporting and participant communications, coordinate award distribution and celebratory events/lunches, and partner with operations, HR and finance to ensure program integrity and continuous improvement.

Who You Are (Basic Qualifications)

• Minimum of three (3) years administrative or office coordination experience, preferably supporting operations, maintenance, engineering, or manufacturing teams.
• Proficient with Microsoft Office Suite:
• Outlook: calendar & meeting management, email best practices.
• Excel: spreadsheet creation, formulas, pivot tables, and basic data analysis.
• PowerPoint: presentation creation/editing.
• Word: document creation and formatting.
• Strong written and verbal communication skills; comfortable interacting with all levels of the organization.
• Demonstrated organizational skills and ability to manage multiple priorities in a dynamic environment.
• High degree of integrity and ability to handle confidential information.
• Positive customer service orientation and collaborative mindset.

What Will Put You Ahead

• Associate degree or higher in Business Administration, Office Management, Human Resources, or related field.
• Previous experience at a manufacturing facility, pulp/fiber operations, Engineering, or maintenance department.
• Familiarity with CMMS (Computerized Maintenance Management System) and basic understanding of maintenance workflows and work order lifecycles.
• Experience with SharePoint administration or site management.
• Exposure to continuous improvement tools (Lean, 5S) or workplace safety programs.
• Records of successful coordination of planned outages, vendor/contractor administration, or parts/supply tracking.

At Koch companies, we are entrepreneurs. This means we openly challenge the status quo, find new ways to create value and get rewarded for our individual contributions. Any compensation range provided for a role is an estimate determined by available market data. The actual amount may be higher or lower than the range provided considering each candidate's knowledge, skills, abilities, and geographic location. If you have questions, please speak to your recruiter about the flexibility and detail of our compensation philosophy.

Hiring Philosophy

All Koch companies value diversity of thought, perspectives, aptitudes, experiences, and backgrounds. We are Military Ready and Second Chance employers. Learn more about our hiring philosophy here.

Who We Are

As a Koch company and a leading manufacturer of bath tissue, paper towels, paper-based packaging, cellulose, specialty fibers, building products and much more, Georgia-Pacific works to meet evolving needs of customers worldwide with quality products. In addition to the products we make, we operate one of the largest recycling businesses. Our more than 30,000 employees in over 150 locations are empowered to innovate every day - to make everyday products even better.

At Koch, employees are empowered to do what they do best to make life better. Learn how our business philosophy helps employees unleash their potential while creating value for themselves and the company.

Our Benefits

Our goal is for each employee, and their families, to live fulfilling and healthy lives. We provide essential resources and support to build and maintain physical, financial, and emotional strength - focusing on overall wellbeing so you can focus on what matters most. Our benefits plan includes - medical, dental, vision, flexible spending and health savings accounts, life insurance, ADD, disability, retirement, paid vacation/time off, educational assistance, and may also include infertility assistance, paid parental leave and adoption assistance. Specific eligibility criteria is set by the applicable Summary Plan Description, policy or guideline and benefits may vary by geographic region. If you have questions on what benefits apply to you, please speak to your recruiter.

Additionally, everyone has individual work and personal needs. We seek to enable the best work environment that helps you and the business work together to produce superior results.

Equal Opportunities

Equal Opportunity Employer, including disability and protected veteran status. Except where prohibited by state law, some offers of employment are conditioned upon successfully passing a drug test. This employer uses E-Verify. Please click here for additional information. (For Illinois E-Verify information click here, aqui, or tu).

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