Facility Administrative Coordinator

CSS Inc; Town of Florida (NY); On-site; USD 42,000 - 64,000; Full time

Job summary

CSS Inc. is seeking a Facility Administrative Coordinator to manage on-site asset inspections, CMMS documentation, and preventive maintenance planning across client facilities.

You will build detailed maintenance plans, document asset data, and ensure data quality across records. The role requires daily travel between sites in a CSS-provided vehicle, strict adherence to safety policies, and collaboration with maintenance teams and customer representatives to verify information and maintain

Qualifications

• Experience with Computerized Maintenance Management Systems (CMMS) including asset records, PM tasks and work orders.
• Industrial or facilities maintenance experience with knowledge of building systems and assets.
• Ability to interpret equipment nameplates, manuals, schedules and manufacturer recommendations.
• Strong field documentation, photography, research, technical writing, organization and QA skills.
• Proficient in Microsoft Office applications.
• Ability to work independently in active industrial facilities and communicate with maintenance, operations and customer personnel.
• Valid driver’s license required.
• Must maintain acceptable motor vehicle record due to daily vehicle operation.
• Must comply with CSS vehicle safety, driver eligibility and vehicle-use requirements.
• Ability to meet customer site-access, background-screening, drug-screening, safety, security and training requirements.

Responsibilities

• Conduct on-site inspections and inventories of facility equipment and assets.
• Document asset details including manufacturer, model, serial number, type, location and condition.
• Photograph assets for CMMS records.
• Compare observations with CMMS data and identify gaps.
• Research manuals, maintenance bulletins and technical data.
• Develop CMMS-ready preventive maintenance plans.
• Create clear work instructions with steps, tools, materials and safety notes.
• Recommend maintenance intervals based on guidance and asset criticality.
• Enter and maintain asset information, job plans and references in CMMS.
• Coordinate with technicians, supervisors and customer reps to validate information.
• Maintain an organized log of inspections, asset records and plans.
• Support continuous improvement of asset management and PM programs.
• Operate CSS company vehicle daily for travel between customer properties.
• Comply with all CSS vehicle policies and safety requirements.

Skills

CMMS experience

Industrial facilities maintenance

Read manuals & specs

Field documentation & photography

MS Office proficiency

Independent work

Valid driver’s license

Vehicle safety compliance

Site access & background checks

Tools

IBM Maximo

Job description

Essential Duties and Responsibilities

• Conduct on-site inspections and inventories of facility equipment and assets.
• Identify and document asset manufacturer, model number, serial number, equipment type, location, condition, accessibility considerations, and other pertinent information.
• Photograph facility assets and associated components for documentation and CMMS records.
• Compare field observations with existing CMMS records and available asset history and identify missing, duplicate, incomplete, or inconsistent information.
• Research manufacturer manuals, maintenance bulletins, parts information, technical data, and recommended maintenance requirements.
• Develop detailed, CMMS-ready preventive maintenance job plans for facility assets.
• Develop clear work instructions identifying maintenance objectives, sequenced work steps, required tools and materials, safety and lockout/tagout considerations as applicable, labor or craft requirements, documentation expectations, and closeout criteria.
• Recommend appropriate preventive maintenance intervals based on manufacturer guidance, applicable regulatory or code requirements, asset criticality, operating environment, observed condition, and customer maintenance standards.
• Enter, update, and maintain asset information, job plans, preventive maintenance tasks, photographs, technical references, and related documentation within the CMMS.
• Coordinate with facility maintenance technicians, supervisors, and customer representatives to validate equipment information and maintenance requirements.
• Maintain an organized status log of facilities inspected, assets documented, technical references obtained, job plans drafted, reviews completed, and open exceptions.
• Support continuous improvement of facility asset-management and preventive maintenance programs.
• Operate a CSS company vehicle daily to travel between assigned customer properties and facilities.
• Comply with all CSS driving and vehicle-use policies, including safe vehicle operation, passenger safety requirements, proper vehicle care, and immediate reporting of accidents, damage, near misses, or other vehicle-related incidents.
• Maintain safe, professional, and compliant conduct at all times while operating CSS vehicles and traveling between customer sites.
• Represent CSS professionally at all times while on customer sites and while operating company vehicles.
• Perform other facility administrative and maintenance-planning duties as assigned.

Minimum Qualifications

• Demonstrated experience working with a Computerized Maintenance Management System (CMMS), including asset records, preventive maintenance tasks, job plans, and work-order documentation.
• Industrial or facilities maintenance experience with working knowledge of common building systems and facility assets.
• Ability to interpret equipment nameplates, technical manuals, maintenance schedules, drawings, and manufacturer recommendations.
• Strong field-documentation, photography, research, technical writing, organizational, and quality-control skills.
• Strong computer skills and proficiency with Microsoft Office applications.
• Ability to work independently in active industrial facilities and communicate effectively with maintenance, operations, and customer personnel.
• Valid driver's license required.
• Must possess and maintain an acceptable motor vehicle record throughout employment, as this position requires daily operation of a CSS company vehicle.
• Must comply with all CSS company vehicle safety, driver eligibility, and vehicle-use requirements.
• Ability to meet applicable customer site-access, background-screening, drug-screening, safety, security, and training requirements.

Preferred Qualifications

• Experience with IBM Maximo or a similar enterprise CMMS.
• Previous experience developing preventive maintenance procedures, job plans, or maintenance work instructions.
• Experience with HVAC, electrical, mechanical, plumbing, life-safety, compressed-air, or other facility systems.
• Experience researching and interpreting manufacturer operation and maintenance manuals.
• Maintenance planning, scheduling, asset-management, or reliability experience.
• Previous experience supporting aerospace, manufacturing, industrial, or other technically complex facilities.
• Familiarity with OSHA requirements, lockout/tagout practices, and general industrial safety requirements.

Travel and Company Vehicle Requirements

This position requires daily travel between assigned customer facilities. CSS will provide a company service vehicle for authorized business travel.

The Facility Administrative Coordinator is expected to maintain the CSS-provided vehicle in a safe and professional manner and comply with all applicable CSS vehicle safety policies. Continued authorization to operate a CSS vehicle is an essential requirement of the position.

The employee must immediately report any vehicle accident, incident, damage, unsafe condition, citation, or other event that may affect their eligibility or ability to safely operate a CSS vehicle.

At CSS, we are committed to fostering an inclusive and merit-based workplace. We provide equal employment opportunities to all individuals, ensuring that hiring and employment decisions are based on qualifications, skills, and performance. We do not discriminate on the basis of race, color, religion, sex, sexual orientation, gender identity or expression, pregnancy, age, national origin, disability status, genetic information, protected veteran status, or any other characteristic protected by law. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.