Data Entry - CMMS Assistant

Job Description

Job Description

CMMS Assistant - Position Summary

The CMMS Assistant supports the maintenance department by managing the Computerized Maintenance Management System (CMMS), coordinating preventive and corrective maintenance scheduling, and providing administrative and logistical support to ensure safe, effective, and efficient operation of facilities and equipment. This role works closely with maintenance supervisors, plant managers, vendors, and accounting to ensure maintenance activities are properly scheduled, documented, and tracked from work order creation through completion.

Key Responsibilities

CMMS & Data Management

• Utilize the CMMS (e.g.,Maximo, eMaint, Hippo/PSD, or equivalent) to log, track, and manage preventive and corrective maintenance work orders on a daily basis.
• Collect asset data and accurately and timely record it in the CMMS system.
• Monitor the CMMS for work order requests, work order completion, preventive maintenance schedule compliance, and inventory needs.
• Perform data analysis to support preventive maintenance needs, staff utilization, inventory control, and labor/supply/equipment cost tracking.
• Provide periodic maintenance reports to management as requested.

Scheduling & Coordination

• Oversee and manage scheduling of required preventive maintenance, including determining frequency, materials, and tools needed.
• Evaluate maintenance requests, set priorities, and process work assignments.
• Coordinate scheduled maintenance procedures with maintenance supervisors and plant managers, including planning for shutdowns, bypasses, and regulatory notifications.
• Meet regularly with maintenance supervisors to review completed tasks and adjust short- and long-term schedules as needed.
• Consolidate labor, materials, equipment, and tools under specific work orders to maintain accurate inventory.

Procurement & Vendor Support

• Track purchase orders from issuance through on-site receipt, including coordinating shipment scheduling and labor for receiving.
• Document deliveries, inspect for damage or discrepancies, and ensure proper billing procedures are followed.
• Help establish and maintain a reliable network of outside vendors, suppliers, and contractors for cost-effective, timely support.
• Provide labor and material estimates in support of capital and operational budgets.

Administrative & Compliance

• Ensure permits, licenses, and insurance certificates related to maintenance activities are maintained and current.
• Ensure company procedures are followed related to the performance of the maintenance function.
• Attend safety training and reinforce compliance with company safety policies.

Required

• High school diploma or GED.
• Experience with a CMMS platform (Maximo, eMaint, Hippo/PSD, or equivalent) or strong aptitude to learn one quickly.
• Proficiency with Microsoft Excel, Word, and Outlook.
• Strong organizational skills with the ability to manage multiple schedules and priorities simultaneously.
• Strong interpersonal and communication skills, both written and oral, with the ability to work collaboratively across teams.

Preferred

• Experience in water, wastewater, or industrial/facilities maintenance environments.
• On-site construction or field maintenance experience.
• Experience with scheduling and budgeting, including tracking annual maintenance expenses.
• Familiarity with Microsoft Project.
• Working knowledge of preventive/corrective maintenance principles and general asset management concepts (life-cycle cost, condition, risk).

Working Conditions & Physical Requirements

This role is a hybrid of office/administrative work and time on the facility floor. Employees may be exposed to typical facility conditions, including varying temperatures, noise, dust, and moving equipment while conducting site walks or work order verification. The position requires the physical ability to conduct facility tours, including walking, stair climbing, and occasional light lifting. All required safety standards must be followed.

Other Duties

This job description is not designed to cover or contain a comprehensive listing of all activities, duties, or responsibilities that may be required. Employees may be asked to perform other duties as needed.