CMMS & Maintenance Planning Administrator

JLL empowers you to shape a brighter way.  

Our people at JLL and JLL Technologies are shaping the future of real estate for a better world by combining world class services, advisory and technology for our clients. We are committed to hiring the best, most talented people  and empowering them to  thrive, grow meaningful careers and to find a place where they belong.  Whether you’ve got deep experience in commercial real estate, skilled trades or technology, or you’re looking to apply your relevant experience to a new industry, join our team as we help shape a brighter way forward.   

What this job involves: This position is responsible for managing and optimizing the computerized maintenance management system (CMMS) in a GMP environment. This role involves creating and maintaining tracking spreadsheets, improving preventive maintenance schedules, and supporting the Facilities Maintenance team. The specialist will ensure consistent application of CMMS procedures, coordinate daily operations, and play a key role in maintenance, calibrations, technical engineering, and asset management functions.

Your day-to-day tasks will include: 

• Manage, troubleshoot, and identify upgrade opportunities for the CMMS
• Maintain data integrity with new assets, moves, and retirements
• Ensure planned preventative and reactive maintenance is carried out
• Schedule calibrations, maintenance, and vendor PMs
• Design and create reports and analysis graphs for operational meetings
• Coordinate and lead meetings to review upcoming and past due work orders
• Adhere to company and client policies and procedures
• Coordinate issues with various departments as necessary
• Create and maintain tracking sheets/logs for site assets and PM schedules
• Follow all Environmental, Health, and Safety requirements and protocols
• Work overtime or temporarily modify shift schedules as needed
• Standard office environment with occasional work in facility areas
• May require periodic overtime to meet business needs
• Regular collaboration with maintenance technicians, engineers, and management

Required Qualifications:

• Minimum 3+ years of experience with CMMS systems in a facilities or maintenance environment
• Proficiency with Microsoft Office Suite, especially Excel for data analysis and reporting
• Demonstrated experience in maintenance scheduling and work order management
• Strong analytical and problem-solving skills with attention to detail
• Ability to prioritize tasks in a fast-paced environment
• Excellent organizational and time management abilities
• Effective written and verbal communication skills
• Experience working in regulated environments (GMP, FDA, etc.) preferred
• Knowledge of asset lifecycle management principles

Preferred Qualifications:

• Bachelor's Degree in any field or related discipline; or equivalent combination of education, training, and experience
• 5+ years' experience in Facilities Maintenance Management
• 5+ years' progressive experience in CMMS database management, including workflow processing, configuration management, report creation, and user training
• Strong understanding of work order systems
• Demonstrated ability to perform detailed data analysis and make actionable recommendations
• Excellent verbal and written communication skills
• Strong attention to detail and problem-solving capabilities
• Proficiency in creating and maintaining comprehensive documentation
• Ability to work independently and as part of a team
• Advanced skills in CMMS optimization and integration
• Experience with facilities management in diverse industries
• Proficiency in creating dashboards and advanced reporting tools
• Knowledge of facilities maintenance best practices and industry standards
• Ability to communicate effectively with team members at all levels of the organization
• Strong understanding of safety and regulatory compliance in a biotech environment
• Thorough knowledge of instrumentation maintenance, work order planning, and asset management best pract