Maintenance System Administrator

Overview
In this role, you will serve as the company-wide administrator for the eMaint CMMS, owning system triage, user support, and hyper-care throughout the platform’s rollout. You will manage user access, safeguard data integrity, and coordinate upgrades and enhancements with IT and software vendors. You will also own the maintenance reporting function, publishing the weekly and monthly reports, downtime and reliability KPIs, and preventive maintenance metrics that the maintenance and operations teams rely on to make decisions. Beyond the CMMS itself, you will provide administrative support for the site’s preventive maintenance program and spare parts inventory, including leading monthly spare parts cycle counts, documenting the results, and serving them up to operational coaches for review and follow-up. You will also contribute maintenance data to outage planning, financial reporting, and Industry 4.0 initiatives.
Expectations
1. eMaint (CMMS) System Administration

a.Serve as the company-wide eMaint administrator, providing triage and hyper-care support during rollout and ongoing use. Triage and own service “tickets” for system support.
Own and maintain system training documentation, SOPs, and user guides.
Manage user access: create accounts, assign security permissions, and control data access.
Oversee data entry quality assurance and workflow management to protect data integrity.
Coordinate with IT and software vendors on patches, upgrades, testing, and new feature rollouts.
Support maintenance teams with work order scheduling, tracking, and closeout.
Train technicians and staff on system use, providing ongoing guidance and documentation.
Administer the inventory and parts warehousing module within eMaint.

2. Reporting and KPI Management

aPublish structured weekly and monthly reports on key assets: downtime cost, work order backlog, repeat failure logs, and PM compliance.
bTrack and report core downtime KPIs (MTTR, MTBF, OEE, Availability) and core maintenance KPIs (PM Compliance Rate, Planned Maintenance Percentage, Maintenance Backlog).
Generate essential system reports: PM schedule & compliance, work order backlog, asset downtime & ccost, and parts/inventory usage.
dExtract and analyze eMaint data to identify equipment reliability trends, downtime drivers, and labor cost patterns.
eDocument monthly spare parts cycle count results and distribute them to operational coaches as part of the standard reporting cadence.

3. Preventive Maintenance Program Support

aMaintain the master asset list and criticality rankings, and support risk assessments using historical repair and failure data.
bBuild and maintain PM schedules, checklists, and time-/usage-based triggers within the CMMS.
cSupport PM program rollout, pilot testing, and continuous improvement, adjusting task frequency based on quarterly KPI review.
dMonitor and report PM compliance and the ratio of planned to reactive/emergency work.
eConfirm that spare parts needed for scheduled PM tasks are in stock, using monthly cycle count data to flag shortages before they stall a PM.

4. Spare Parts and Inventory Administration

aMaintain accurate parts catalog data (part numbers, descriptions, costs, lead times) and asset-to-part linkages.
bSet and monitor min/max/reorder thresholds to prevent stockouts.
cLead monthly cycle counts of spare parts inventory, documenting results and reconciling physical-to-system discrepancies.
dServe up monthly cycle count results to operational coaches for review, and track variances and corrective actions to closure.
eAdminister inventory user permissions and audit trails; support procurement with replenishment reporting.

5. Other Duties

Support documenting outage planning, reporting, and cost accounting.
bStandardize scheduling workflow, job assignments, and work presentation (mobile and stationary) to IXL work group TMs.
cProvide weekly OES and Shredder/Downstream (Shred 2.0) reporting support.
dContribute maintenance-specific data, including spare parts cycle count results, to the monthly financial reporting packet.
eDevelop and present Industry 4.0 machine data reporting.

Outcomes
1. System & Data Integrity: eMaint data across the site is accurate, current, and trusted by maintenance and operations leadership for decision-making.
a. User access, permissions, and audit trails are properly maintained and reviewed on a regular cadence.
2. Reporting Excellence: Weekly and monthly reports are delivered on time, accurately, and in a format leadership can act on.
a. Core downtime and PM KPIs are tracked consistently and trending in the right direction.
3. Preventive Maintenance Program Maturity: PM coverage, compliance, and planned-vs-reactive ratio improve year over year, reducing catastrophic failures on critical shredder and downstream equipment.
4. Reduced Unplanned Downtime: Early-warning visibility into repeat failures and backlog trends helps prevent unplanned outages on high-throughput assets such as the shredder, cranes, conveyors, and balers.
5. Spare Parts Availability & Cost Control: Critical wear parts (shredder hammers, screens, magnets, bearings) are in stock when needed, while obsolete or slow-moving inventory is identified and reduced.
a. Monthly cycle counts are completed on schedule, with results documented and served up to operational coaches, and variances tracked to resolution.
6. Company-Wide System Standardization: A single, consistent eMaint data standard, including asset hierarchy, naming conventions, and PM templates, is adopted across all PADNOS locations.
7. User Adoption & Self-Sufficiency: Technician and staff proficiency with eMaint increases over time, reflected in fewer support tickets and faster work order turnaround.
8. IT & Vendor Partnership: System upgrades, patches, and new features are implemented on schedule and without disrupting daily maintenance operations.

Measures and KPIs

1PM Compliance Rate ≥ 90%
2Planned Maintenance Percentage (PMP) ≥ 80%
3MTTR and MTBF tracked monthly and trending favorably across key assets
Overall Equipment Effectiveness (OEE) tracked monthly for critical processing lines (shredder, downstream), trending upward
Emergency/unplanned downtime ≤ 10% of scheduled operating hours
Work Order Backlog trending down / within site target
Maintenance cost per asset tracked monthly to flag high-cost “money pit” equipment
Spare parts cycle-count accuracy ≥ 98%, with critical-part stockouts trending toward zero
Monthly spare parts cycle counts completed and documented on schedule, 100% of the time
Cycle count results served up to operational coaches within [X] business days of count completion, 100% of the time
Weekly and monthly reports delivered on time, 100% of the time
eMaint user access and inventory audit accuracy: 100% compliance

Qualifications

Associate’s or Bachelor’s degree in a related field (business, engineering, information systems) preferred; equivalent experience considered.
Prior experience administering a CMMS (eMaint or similar) strongly preferred.
Strong Excel and data analysis skills, with experience building reports and dashboards.
Excellent training, documentation, and communication skills.

Must be able to perform the following duties of the job: stand, bend, walk, sit, use hands, use tools or controls, reach with hands and arms, climb stairs, balance, stoop, kneel, crouch, push, pull, or crawl.