Asset Administrator

Job Description

Job Description

ROLE SYNOPSIS:

The Asset Administrator is an administrative and technical support role within the Assets function responsible for maintaining accurate asset records, serialization, documentation, and traceability for the company’s fleet of subsea intervention equipment. This position supports the Asset Manager, Engineering, Operations, Quality, Supply Chain, and field personnel by ensuring that assets are properly identified, recorded, documented, and tracked throughout their lifecycle.

The Asset Administrator maintains the company asset register and associated ERP, CMMS, or asset management systems, ensuring that serial numbers, asset IDs, equipment descriptions, locations, configurations, ownership, status, inspection records, certifications, maintenance history, and other required documentation are accurate and current. The role supports asset mobilization and demobilization activities by preparing and verifying equipment records and documentation packages and identifying gaps that could impact campaign readiness.

The Asset Administrator is responsible for maintaining organized and traceable asset documentation, including equipment certifications, inspection reports, test records, maintenance documentation, drawings, manuals, photographs, and other technical records. The position works closely with the Asset Manager and cross-functional teams to reconcile physical equipment against system records, resolve discrepancies, maintain documentation integrity, and support audits, inventory activities, and customer documentation requirements.

ESSENTIAL DUTIES & RESPONSIBILITIES:

• Asset Records & Serialization: Create and maintain accurate asset records, asset IDs, serial numbers, tags, equipment descriptions, and component information. Ensure physical equipment identification matches ERP/CMMS records and supporting documentation.
• Asset Documentation Control: Maintain complete and organized asset files, including certifications, inspection reports, test records, maintenance history, drawings, manuals, photographs, and other technical documentation. Ensure records are properly controlled, current, and readily accessible.
• Asset Tracking & Traceability: Maintain accurate records of asset location, status, ownership, configuration, availability, and movement. Update asset records following receipt, transfer, maintenance, mobilization, deployment, return, or retirement.
• Documentation & Certification Tracking: Track inspection, certification, testing, calibration, and recertification requirements. Monitor expiration dates and notify responsible personnel of upcoming requirements or documentation gaps.
• Campaign & Mobilization Support: Support Asset Managers and Operations in preparing asset documentation packages for subsea well intervention campaigns. Verify serialization, documentation, certification, and equipment status prior to mobilization.
• Inventory & Reconciliation: Support periodic physical inventories and reconciliation of equipment against asset management system records. Investigate discrepancies and coordinate corrections with warehouse, operations, and asset personnel.
• System Data Management: Enter, update, and maintain asset information within ERP, CMMS, or asset management systems. Maintain consistent naming, numbering, categorization, and documentation standards.
• Asset History & Genealogy: Maintain traceability of major equipment, assemblies, subassemblies, and components throughout their lifecycle. Ensure replacement, refurbishment, modification, and configuration changes are properly documented.
• Quality & Compliance: Maintain asset records in accordance with company procedures, customer requirements, and applicable Quality and HSE management systems, including ISO 9001, ISO 14001, ISO 45001, and API Q1/Q2 requirements.
• Reporting & Administrative Support: Prepare asset registers, documentation status reports, certification reports, inventory reports, and other asset-related information required by the Asset Manager and leadership team.
• Continuous Improvement: Identify opportunities to improve asset data accuracy, serialization practices, documentation control, system utilization, and asset tracking processes.

QHSE RESPONSIBILITIES:

• Demonstrate a personal commitment to Safety, Quality, Health, and the Environment.
• Apply Caltex Oil Tools, and where appropriate Client Company’s, Safety, Quality, Health, & Environment Policies and Safety Management Systems.
• Maintain accurate and traceable records required to support safe and compliant equipment deployment.
• Identify and report documentation, certification, identification, or traceability issues that could impact equipment safety or campaign readiness.
• Promote a culture of continuous improvement and accurate documentation.

REQUIRED QUALIFICATIONS:

• High school diploma or equivalent required; associate degree or technical education preferred.
• Basic experience in asset administration, equipment tracking, document control, inventory management, maintenance administration, or a related field.
• Experience maintaining equipment records, serial numbers, asset registers, or technical documentation.
• Experience with ERP, CMMS, or asset management systems.
• Strong proficiency with Microsoft Excel, Word, Outlook, and SharePoint.
• Strong attention to detail and ability to maintain accurate, organized, and traceable records.
• Ability to interpret equipment identification, serial numbers, certificates, inspection records, and technical documentation.
• Strong organizational, communication, and follow-up skills.
• Ability to work effectively with Engineering, Operations, Maintenance, Quality, Supply Chain, and field personnel.
• Ability to prioritize multiple administrative and documentation requirements in a time-sensitive operational environment.

PREFERRED QUALIFICATIONS:

• Bachelor's degree in Business, Engineering, Supply Chain, Operations, or a related discipline.
• Previous experience in oilfield services, subsea, offshore, well intervention, or industrial equipment.
• Experience with subsea intervention equipment, pressure-control equipment, ROV systems, or related tooling.
• Experience with asset serialization, equipment genealogy, or configuration management.
• Experience with ISO 9001, ISO 14001, ISO 45001, API Q1/Q2, or similar management systems.
• Experience with document control or quality management systems.
• Experience supporting equipment mobilization and demobilization activities.

PHYSICAL DEMANDS:

• Able to travel both domestically and internationally to meet with customers and project resources
• Natural or corrected vision to read printed materials and computer screen
• Natural or corrected hearing and speech to communicate in person and over the telephone
• Capable of properly using standard office equipment, including telephone, and a computer with keyboard
• Ability to wear required Personal Protective Equipment (PPE). Includes hard hat, steel-toed shoes, safety glasses, ear plugs, etc.

WORK ENVIRONMENT:

• Office environment, with occasional travel to supplier, customer locations, or dockside marine terminals
• Dockside work is performed outdoors (heat, humidity, and noise can be expected)
• Work in vicinity of high-pressure and voltage circuits (PPE and engineering controls utilized)

The functions must be performed in accordance with the processes and procedures defined in the Company's Management System.

Caltex is an exciting and young company headquartered in Tomball, Texas that develops new technology for the challenging subsea environment. Our custom designed equipment operates around the world in ultradeep water, working with ROV and other remote technologies, providing solutions to our clients' complex problems.

Company Description

Caltex is an exciting and young company headquartered in Tomball, Texas that develops new technology for the challenging subsea environment. Our custom designed equipment operates around the world in ultradeep water, working with ROV and other remote technologies, providing solutions to our clients' complex problems.