Admin Asst./Computerized Maintenance Management System(PT Days)

Allied Services; Scranton (Lackawanna County); On-site; USD 55,000 - 75,000; Full time

Job summary

Allied Services in Scranton is seeking a CMMS Administrator to support the Facilities Services Department. This pivotal role involves managing the Computerized Maintenance Management System to enhance maintenance activities and streamline operations.

The ideal candidate will have experience in office environments, strong knowledge of Microsoft Office, and familiarity with various safety standards. Responsibilities include monitoring employee performance, managing work orders, and maintaining departmental records.

Qualifications

• 3-5 years of experience in an office environment required.
• Extensive knowledge of Microsoft Office applications.
• Knowledge of standards for Life Safety, Department of Health, JCAHO.

Responsibilities

• Monitors maintenance and security employee work performance.
• Welcomes and schedules visitors and appointments.
• Manages the Work Order Management system daily.
• Customizes and maintains the CMMS Administration Module.

Skills

Microsoft Office Software

Advanced Excel

Computerized Maintenance Management Systems

Building Automation Systems

Access Database

Education

High School diploma or equivalent

Business or Engineering school graduate

Job description

Brief Description

Under the supervision of the Assistant Vice President of Facility Services, Assistant Director and Senior Chief Engineer, the computerized Maintenance Management System (CMMS) position supports the Facilities Services Department by maintaining all facilities department and confidential files; planning, scheduling, and implementing the Corrective and Preventative Work Order System. The CMMS will be responsible for organizing Micro Main to efficiently manage the full spectrum of maintenance activities, including work orders, preventative maintenance, equipment tracking and inventory control. The CMMS Administrator will customize and manage Micro Main to enable the Facility Services Department to reduce downtime, improve profitability by controlling maintenance expenses, reduce spare parts inventories and costs, and increase productivity by more effectively streamlining assets, personnel and other resources.

The CMMS will organize all maintenance activities, simplify maintenance administration, and maximize the efficiency and productivity of the maintenance function. It will track maintenance activities and histories, providing detailed reports showing how effectively maintenance resources are utilized. It maintains files on DOH, JCAHO for Allied Services and keeps proper electronic and paper documentation systems.

Education

• High School diploma or equivalent required.
• Business or Engineering school graduate preferred.

Work Experience

• Minimum of three to five years experience in an office environment required.
• Business, Management, Information Services or strong financial experience/education considered in lieu of facility specific experience.
• Extensive knowledge and skills of all Microsoft Office Software applications with advanced Excel experience.
• Knowledge of Life Safety, Department of Health, JCAHO, City, etc., standards to ensure compliance.
• Experience with Computerized Maintenance Management Systems, Building Automation Systems and Access Database software applications is required.

Characteristic Duties & Responsibilities

• Monitors and inspects maintenance and security employee work performance to assure performance standards are maintained through use of computer reports.
• Welcomes and screens visitors, schedules interviews and appointments, informs the Assistant Vice President of Facility Services and Facilities Services Supervisors of calls and appointments, types departmental correspondence and reports, arranges for use of conference rooms and meeting places, answers all incoming calls, takes and distributes messages, or routes calls as appropriate.
• Manages the Work Order Management system: types work orders daily, prints daily reports, preventative maintenance, safety committee and monthly reports for divisional accountants; ensures each engineering employee accounts for daily hours worked entered on system; writes up work orders, distributes work orders, and dispatches mechanics for emergency situations.
• Customizes and maintains the CMMS Administration Module for proper accounts, activities, categories, failures, inspection points, specifications and training for the Facility Services Department.
• Customizes and maintains CMMS Resources, including department labor and vendor information.
• Customizes and maintains CMMS Site, Property and Shop information.
• Maintains efficient processes for CMMS work orders, prioritization categories, schedules, tasks, task schedules and projects. (E)
• Assists in maintaining all departmental files, elevator and boiler reports, DOH, JCAHO for Allied Services.
• Assists in maintaining a proper electronic and paper documentation system.
• Assists in maintaining petty cash and fleet operations; assists in properly filling out and signing vouchers and daily balancing; submits invoices with vouchers to accounting for reimbursement when necessary; schedules and monitors repairs, licensing and inspection of all Allied Services.
• Maintains flow and quality of work to assure timely completion of assigned workload.
• Assists in sorting and reviewing incoming mail; responds to routine correspondence on own; distributes mail to appropriate staff and departments; drafts interfacility memorandums and notices; follows up on deadlines of actions requiring attention.