Asset Management Specialist

Waterloo International; Southwestern Ontario; On-site; CAD 70,000 - 110,000; Full time

Job summary

The University of Waterloo is seeking an Asset Management Specialist to govern asset data within the CMMS, ensuring accuracy and usability for lifecycle planning and deferred maintenance prioritization. You will support data-driven decisions for plant operations and partner with facilities leadership.

Responsibilities include leading CMMS configuration, maintaining asset data standards, coordinating asset verification, and integrating asset data with procurement and inventory processes to

Qualifications

• Postsecondary degree in mechanical, industrial, management engineering, or a related field, or an equivalent combination of education and experience.
• Asset management certification (e.g., PEMAC or SMRP) is preferred.
• Minimum 3 years of experience working with asset management or maintenance systems.
• Experience working in a facilities, infrastructure, or maintenance environment is an asset.
• Experience with computerized maintenance management and asset management systems and standard data tools.

Responsibilities

• Lead CMMS Asset Management module implementation, configuration, and optimization as Product Owner.
• Define and maintain asset data standards, including naming conventions, tagging protocols, and asset classification hierarchies.
• Establish system configuration to support integration of asset data with related operational systems.
• Oversee migration of asset data into the CMMS, including data cleaning, validation, and legacy data migration.
• Monitor and maintain asset data quality and consistency.
• Maintain comprehensive asset registry within the CMMS and perform field verification.
• Implement and maintain campus-wide asset identification and tagging processes.
• Document and manage asset lifecycle information (installation dates, warranty, condition, useful life, disposal).
• Align asset records with preventive maintenance schedules with maintenance team.
• Develop processes for asset condition assessments and update external databases as needed.
• Link inventory of spare parts to assets and align with procurement software.
• Support integration of asset information with procurement and inventory processes.
• Develop reporting for capital and maintenance planning (FCI, deferred maintenance backlog).
• Assist regulatory compliance to track regulated assets.
• Identify critical assets and monitor protocols to prevent outages.
• Develop training guides and deliver training sessions; support system users.
• Identify opportunities to improve asset data management and system use.

Skills

Asset management

Data governance

CMMS

Data analysis

Stakeholder engagement

Documentation

Problem solving

Organizational skills

Communication

Team collaboration

Education

Postsecondary degree in mechanical/industrial/management engineering

Asset management certification (PEMAC/SMRP) preferred

Tools

CMMS software

Procurement software

Job description

Job Description

Primary PurposeThe Asset Management Specialist governs and manages asset data within the Computerized Maintenance Management System (CMMS) to ensure its quality, accuracy, and usability. This role supports data-driven decision-making for lifecycle planning and deferred maintenance prioritization, contributing to effective operational and capital planning for senior leadership in Plant Operations.

Key Accountabilities

CMMS & Data Governance

• Leads the implementation, configuration, and optimization of the CMMS Asset Management module, serving as the functional Product Owner and subject matter expert.
• Defines and maintains asset data standards, including naming conventions, tagging protocols, and asset classification hierarchies.
• Establishes system configuration to support integration of asset data with related operational systems, enabling a seamless integrated view.
• Oversees the migration of asset data into the CMMS, including data cleaning, validation, and migration of legacy asset information.
• Monitors and maintains asset data quality and consistency.

Asset Registry

• Maintains a comprehensive and accurate asset registry within the CMMS.
• Coordinates (and occasionally performs) field verification activities to ensure alignment between recorded and physical assets.
• Implements and maintains campus-wide asset identification and tagging processes to facilitate mobile data entry for technicians.
• Documents and manages the asset lifecycle information, including installation dates, warranty information, condition, expected useful life, and disposal records.

Maintenance Integration

• Aligns asset records with preventative maintenance schedules, ensuring owner manual requirements are met, in collaboration with the maintenance team.
• Develops and maintains processes to support asset condition assessments to assess the health of buildings and systems and update external databases as needed.
• Develops linkages of inventory of spare parts to their respective assets in the system to streamline repair times and work with procurement software to align systems for spare parts inventory.
• Supports integration of asset information with procurement and inventory processes.

Reporting and Compliance

• Develops and maintains reporting to support capital and maintenance planning, including reports on the Facility Condition Index (FCI) and deferred maintenance backlogs to support planning and budgeting.
• Assists with regulatory compliance to ensure that all regulated assets are accurately tracked.
• Identifies critical assets (e.g., a main transformer or data center chiller) and develops specific monitoring protocols within the system to prevent campus-wide outages.

Training and Improvement

• Develops training guides and delivers training sessions for tradespeople and technicians related to asset data processes and system use.
• Provides ongoing guidance and support to system users.
• Monitors and ensures data quality and updates standards and guidelines to address recurring issues and improve consistency over time, as required.
• Identifies opportunities to improve asset data management and system use.

Required Qualifications

Education

• Postsecondary degree in mechanical, industrial, management engineering, or a related field, or an equivalent combination of education and experience.
• Asset management certification (e.g., PEMAC or SMRP) is preferred.

Experience

• Minimum 3 years of experience working with asset management or maintenance systems.
• Experience working in a facilities, infrastructure, or maintenance environment is an asset.
• Experience with computerized maintenance management and asset management systems and standard data tools.

Knowledge, Skills, and Abilities

• Knowledge of asset management principles, including lifecycle planning and condition assessment.
• Knowledge of computerized maintenance management systems and asset data structures.
• Knowledge of data governance and data quality practices.
• General understanding of maintenance operations and preventative maintenance practices.
• Strong analytical and problem-solving skills.
• Intermediate data analysis and reporting skills.
• Strong written and verbal communication and stakeholder engagement skills.
• Organizational and time management skills.
• Ability to establish and maintain data standards.
• Ability to interpret and translate data to support operational and planning needs.
• Ability to collaborate with stakeholders to support coordination and process alignment.
• Ability to identify and resolve data quality issues.
• Ability to manage multiple priorities and meet deadlines.
• Ability to develop training materials and documentation, and support users in applying standardized processes.

Equity Statement

The University of Waterloo acknowledges that much of our work takes place on the traditional territory of the Neutral, Anishinaabeg, and Haudenosaunee peoples. Our main campus is situated on the Haldimand Tract, the land granted to the Six Nations that includes six miles on each side of the Grand River. Our active work toward reconciliation takes place across our campuses through research, learning, teaching, and community building, and is coordinated within the Office of Indigenous Relations. The University values the diverse and intersectional identities of its students, faculty, and staff. The University regards equity and diversity as an integral part of academic excellence and is committed to accessibility for all employees. The University of Waterloo seeks applicants who embrace our values of equity, anti-racism and inclusion. As such, we encourage applications from candidates who have been historically disadvantaged and marginalized, including applicants who identify as First Nations, Métis and/or Inuk (Inuit), Black, racialized, a person with a disability, women and/or 2SLGBTQ+. Positions are open to qualified candidates who are legally entitled to work in Canada. The University of Waterloo is committed to accessibility for persons with disabilities. If you have any application, interview, or workplace accommodation requests, please contact Human Resources at [e-mail] or 519-888-4567, ext. 45935.