Documentation Specialist (Maximo) (Pharma/Medical Device)

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Job Title - Engineering Department Assistant

Part-time position, primarily office-based (in office three days a week).

Work shift (days/times) - between 3 to 5 days a week, 7am to 4pm (20 to 30 hrs. a week)

Onsite at least 3 days a week

No Travel required

Managers update:

• Lot of office work
• Opening closing workorders
• Attach documentation in system
• Power point Presentation, Microsoft word excels, communication skills
• Support state inspection
• Heavy use Maximo
• Support to engineers
• Documentation work to manage reports
• Support Engineering document
• Pharma industry experience is preferred
• Someone with documentation experience in engineering will be great
• Understanding of process engineering

Overview

• Global Engineering Assurance (GEA) is seeking a detail-oriented and proactive Assistant to support our engineering team in daily operations, with a focus on utilizing Maximo for asset management and maintenance processes.
• The ideal candidate will assist in coordinating engineering activities, maintaining accurate records, and leveraging Microsoft Excel and Word to streamline workflows.

Key Responsibilities

• Maximo Support: Create Service Requests (SRs) in IBM Maximo to initiate maintenance or support tasks. Open and close work orders, ensuring accurate documentation and timely updates. Input, update, and manage data for asset tracking, preventive maintenance (PM's) schedules, and reporting.
• Utilize Microsoft Excel to create spreadsheets for data analysis, tracking project metrics, and generating reports.
• Prepare and edit technical documentation, reports, and correspondence using Microsoft Word.
• Assist engineers in preparing technical documents, specifications, and project support.
• Coordinate project schedules, track progress, and ensure timely completion of tasks.
• Maintain accurate records of equipment, inventory, and maintenance activities within Maximo.
• Support the team in troubleshooting technical issues and coordinating repairs or maintenance.
• Communicate effectively with internal teams and external vendors to facilitate engineering projects.
• Ensure compliance with safety standards and company policies during all activities.
• Escort visitors in industrial and manufacturing environments when needed.

Qualifications:

• 3-5 years of experience in a construction engineering support role; experience with Maximo is highly preferred.
• Proficiency in Maximo, including creating Service Requests (SRs), opening and closing work orders, asset management, and reporting.
• Proficient in Microsoft Office Suite, including PowerPoint.
• Advanced skills in Microsoft Excel (e.g., formulas, pivot tables, data visualization) and Microsoft Word (e.g., document formatting, templates).
• Strong organizational skills and attention to detail.
• Excellent communication and teamwork skills.
• Proficiency in Cognos to generate detailed reports

Physical Requirements

• Office environment: Sit for extended periods up to 8 hours, use hands and fingers to operate a computer and occasionally lift items up to 20 pounds.
• Industrial and manufacturing environments: standing and walking for up to 8 hours across several different terrains including stairs, ladders, and walkways.

Preferred Skills

• Experience with other CMMS (Computerized Maintenance Management Systems) is a plus.
• Basic knowledge of AutoCAD or similar design software.
• Ability to prioritize tasks in a fast-paced environment.
• Ability to multi-tasks
• Technical writing capabilities are a plus

Work Environment

• Collaborative team setting with opportunities for professional growth.

Job Type: Contract

Pay: $28.00 - $30.00 per hour

Expected hours: 30 per week

Benefits:

• Health insurance

Schedule:

• 4 hour shift

Education:

• High school or equivalent (Preferred)

Experience:

• Maximo: 3 years (Preferred)
• Microsoft Excel (formulas, pivot tables, data visualization) : 3 years (Preferred)
• Microsoft Word (e.g., document formatting, templates).: 3 years (Preferred)
• Create Service Requests (SRs) in IBM Maximo: 1 year (Preferred)
• coordinating engineering activities: 3 years (Preferred)
• maintaining accurate records: 3 years (Preferred)

Ability to Commute:

• North Chicago, IL 60064 (Required)

Work Location: In person