Facilities Maintenance Systems Specialist

Title: Facilities Maintenance Systems Specialist

Position Purpose:

This position is responsible for the development, continuous improvement and utilization of the CMMS system utilized to effectively manage maintenance and operations for Facility Services Operations. The position is responsible for asset and preventive maintenance data for all departments within FS OPS, including development of preventive maintenance plans, and asset data records within the system. Implementation of data standards, field asset tagging, integration of capital project data, and optimization of PM scheduling are all aspects of this role. This role will manage the mobile device program, including training and device replacement schedules. The role will also contribute to annual project development and deferred maintenance review, and contribute to key performance indicator and other reporting requirements.

Job Duties:

• Audit the work control center to ensure work orders are created according to departmental guidelines. Provide feedback to staff on the correct creation and routing of work orders.
• Develop and implement standards for enterprise asset management activities in facilities operations.
• Standardize asset categorization and data quality standards within the CMMS system. Implement and maintain field asset tagging.
• Coordinate with the Capital Planning and Projects team to integrate project data into the CMMS system.
• Develop and implement Preventive Maintenance (PM) programs in the CMMS system collaborating with functional area managers on necessary steps and schedules.
• Measures PM percentages of completion as a KPI. Analyzes and makes recommendations on workload and staffing for PM programs.
• Coordinates end-user training programs and provides on-going support for FS for CMMS related applications, programs, or tools deployed and keeps training material relevant and current. This includes the deployment of Mobile Device Management (MDM) managed iPads for ~60 staff.
• Authors and keeps current comprehensive and organized documentation regarding operations and maintenance, including, but not limited to: workflows, training material, user guides, standard operating procedures, knowledge transfers and product life cycle plans. Ensure documentation is available to front line employees.
• Coordinate technical implementation services for FS; serves as a project manager for the procurement, architecture, data design, interface configuration, testing, deployment, end-user training and maintenance of applications, databases, automation tools, and related IT products.
• Working with partners in Information and Library Services, develops interfaces for data access, reporting, analysis and presentation, such as web mapping technologies and reporting tools with user-defined parameters.
• Extracts data and develops annual and ad hoc reports including the Annual FS Business Report, Inventory Report, Deferred Maintenance Report, and Sustainability tracking report, Backlogs, and Capital Project requests.
• Leads work order review meetings between functional area managers and department leadership.
• Assists FS management with strategic planning for technology needs and solutions by researching and staying abreast of industry trends, marketplace solutions and emerging technologies.
• Assesses opportunities and capacity for integration of CMMS, ArcGIS, AutoCAD, facility condition assessment database, digital plan archive files, and other local databases or files to consolidate data sources in support of capital planning, project planning, energy management, reporting, analysis, and data visualization needs.
• Assists FS management with strategic planning for technology needs and solutions by researching and staying abreast of industry trends, marketplace solutions and emerging technologies.
• Assist Associate Director and Director with the development and tracking of Annual Recurring capital program.
• Assist with scoping and estimating projects, planning and coordinating project work with in-house forces and outside contractors as needed.
• Provide input into the annual deferred maintenance review process to identify projects, leveraging CMMS data.
• Act as a project manager for assigned operations managed projects.
• Other duties as assigned.

Minimum Qualifications:

Education

Bachelor’s degree in a related field or equivalent experience.

Experience

• Experience supporting Enterprise Asset Management Systems, Computerized Maintenance Systems or Enterprise Resource Planning systems.
• Familiarity with operations & maintenance and buildi