Equipment Records Coordinator

ABmunis; Edmonton; Hybrid; CAD 67,000 - 82,000; Full time

Benefits offered by this job

Hybrid work arrangement

Comprehensive benefits package

Local Authorities Pension Plan

Job summary

ARROW Utilities, a Capital Region Commission, is seeking a Records Management Specialist to maintain a structured DMS, update CMMS data, and support asset documentation across maintenance and procurement teams. The role reports to the Information & Technology Manager and requires alignment with PM schedules and lifecycle management.

The ideal candidate has a post-secondary diploma in Records Management or related field, 3+ years of experience, and strong proficiency in CMMS and MS Office.

Qualifications

• Post-secondary diploma or certification in Records Management, Document Control, Asset Management, or related field.
• Minimum of 3 years of experience in records management, document control, or asset data administration.
• Strong proficiency in document management systems, CMMS software, and Microsoft Office Suite.
• Detail-oriented with excellent organizational, data, and time management skills.
• Be a self-starter, able to work under minimal supervision, exercise good judgment, and effectively manage multiple priorities.
• Working knowledge of equipment, parts and maintenance, would be an asset.

Responsibilities

• Maintain a structured document control system (DMS) for equipment files and organize both digital and physical records.
• Collaborate with Maintenance Manager to align records with preventive maintenance schedules and asset management strategies.
• Input and update equipment-related data into the CMMS and other platforms in collaboration with the Document Controller and Corporate Services Coordinator.
• Maintain records of equipment specifications, maintenance history, and parts inventory.
• Coordinate with maintenance, procurement, and operations teams to ensure documentation aligns with equipment lifecycles.
• Assist in retrieving and providing equipment documentation for inspections, audits, and planning.

Skills

Attention to detail

Organizational skills

Time management

Self-starter

Multitasking

Education

Post-secondary diploma or certification in Records Management, Document Control, Asset Management, or related field

Tools

CMMS software

Microsoft Office Suite

Job description

Start earning 2.9% interest with our High Interest Savings Account!

ARROW Utilities, a Capital Region Commission is a regional services Commission providing wastewater transmission and treatment to nearly 400,000 people in 13 municipalities surrounding the City of Edmonton. Our mission is to provide safe, reliable, cost efficient, and environmentally responsible wastewater transmission and treatment service.

OPPORTUNITY

There is an exciting opportunity to join our team. This position reports to the Information & Technology Manager, and is primarily responsible for:

Equipment Records Management:

• Maintain a structured document control system (DMS) for equipment files. Organize and maintain both digital and physical records.
• Work with the Maintenance Manager to ensure records align with preventive maintenance (PM) schedules and asset management strategies.

Data Entry and System Administration:

• Input and update equipment-related data into the Computerized Maintenance Management System (CMMS) and other digital platforms in collaboration with the Document Controller and Corporate Services Coordinator.
• Maintain accurate records of equipment specifications, maintenance history, and parts inventory.

Stakeholder Coordination and Support:

• Collaborate with maintenance, procurement, and operations teams to ensure documentation aligns with equipment lifecycles.
• Assist in retrieving and providing equipment documentation for inspections, audits, and maintenance planning.

QUALIFICATIONS

To be a successful candidate you must have:

• Post-secondary diploma or certification in Records Management, Document Control, Asset Management, or related field.
• Minimum of 3 years of experience in records management, document control, or asset data administration.
• Strong proficiency in document management systems, CMMS software, and Microsoft Office Suite.
• Detail-oriented with excellent organizational, data, and time management skills.
• Be a self-starter, able to work under minimal supervision, exercise good judgment, and effectively manage multiple priorities.
• Possess moderate skills with the Microsoft Suite.
• Working knowledge of equipment, parts and maintenance, gained through previous work experience or experience in a skilled trade, would be considered an asset.

COMPENSATION

This position is a hybrid opportunity, with the ability to work from home 1 day a week. We work a compressed work week: this position is based on 70 hours every two weeks, with every other Friday as an earned day off.

The salary range for this position is $66,600 - $81,700 per annum. We provide a comprehensive benefits package, paid time off, and eligibility for the Local Authorities Pension Plan. We are proud of our friendly and safe working environment.

Please note: Our plant is located just outside of Fort Saskatchewan and public transit is not available.