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

Under the supervision of the Assistant Vice President of Facility Services, Assistant Director, Senior Chief Engineer , the computerized Maintenance Management System (CMMS) position supports the Facilities Services Department by maintaining all the facilities department and confidential files; planning, scheduling, and implementing the Corrective and Preventative Work Order System. The CMMS will be responsible to organize 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. The CMMS will track maintenance activities and histories, to provide detailed reports showing how effective maintenance resources are utilized. Maintains files on

DOH, JCAHO

for Allied Services.. Maintaining proper electronic and paper documentation system

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 will be considered in lieu of facility specific experience. Must have extensive knowledge and skills of all Microsoft Office Software applications with advanced Excel experience. Must have 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 OF JOB

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 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. Responsible for having each engineering employee account for daily hours worked to be entered on system. Writes up work orders, distributes work orders, and dispatches mechanics for emergency situations. Customizes and maintains 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. 10% Maintains efficient processes for CMMS work orders, prioritization categories, schedules, tasks, task schedules and projects. (E) Assists in maintaining all departmental files. Maintains files on elevator, boiler reports, DOH, JCAHO for Allied Services. Assists in Maintaining proper electronic and paper documentation system Assists in maintaining petty cash, y fleets. Assists in properly filling out and signing vouchers and daily balancing. Submits invoices with vouchers to accounting to be reimbursed 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 reviews incoming mail; responds to routine correspondence on own; distributes mail to appropriate staff and departments. Drafts inter facility memorandums and notices. Follows up on deadlines of actions requiring attention.