CMMS Administrator

1st Shift (8:00 am - 4:30 pm)

Palatine, IL

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Establishes, maintains and ensures consistent application of the Computerized Maintenance Management System (CMMS) processes and procedures to support all maintenance functions including but not limited to the following:

  •               Asset Management
  •               Work Management
  •               Preventive Maintenance
  •               Materials Management
  •               Labor Records
  •               Task / Procedures Management
  •               Parts and Equipment Purchasing
  •               System Software and Hardware Management / Upgrade

Essential Duties and Responsibilities include the following, other duties may be assigned

Asset Management

  •              Nameplate data (manufacturer, model, serial)
  •               Material List
  •               Location or position
  •               Determine asset costs for specific areas / departments
  •               Asset costs
  •               Warranty Information
  •               Establish criteria to trigger PM’s
  •               Safety procedures
  •               Ability to attach documents or images

 Work Management

  • Work order number
  • Work order description
  • Establish work order priority
  • Define work order type (PM, corrective, safety, etc.)
  • Define failure codes
  • Determine list of material required for services
  • Record materials used per asset
  • Establish available repair / PM schedules
  • Track asset downtime
  • Track labor costs
  • Chart planned vs. unplanned repairs
  • Support work orders with related documents

 Preventive Maintenance

              Ability to associate multiple assets to one PM record

              Establish time base / usage based triggers

              Ability to trigger PM’s on calendar or completion basis

              Sequence PM,s (monthly, quarterly, annually)

 Materials Management

  •               Ability to use / organize multiple storage areas
  •               Total inventory management
  •               Discretely track parts by a unique item number
  •               Ability to support multiple manufacturers part numbers associated to one inventory item number
  •               List of primary vendors and with contact information
  •               Determine repair / PM costs per assignment
  •               Set minimum / maximum reorder points
  •               Ability to locate all parts regardless of storage area
  •               Support cycle counting
  •               Support work order issues / returns
  •               Ordering of all stock / non-stock items required to support Maintenance Operations
  •               Determine repair / non-repair items using cost based analysis

 Labor Records

  •               Track skill levels and training
  •               Track labor costs for all assets
  •               Ability to determine skill level to assign and schedule repairs for maximum efficiency
  •               Track safety training for technicians
  •               Collect KPI data for technicians (used by management only)

 Task / Procedures Management

  •               Establish and define procedures for all users
  •               Define common tasks for related work orders

 Parts and Equipment Purchasing

  •               Establish approval hierarchy
  •               Develop automatically generated requisitions when stock is issued based on min / max levels
  •               Consolidation of line items from multiple requests into one P.O.
  •               Ability to track purchase order items on order (either received or on back order)


System Software and Hardware Management / Upgrades

  • Interfaces with organizational resources and software
  • Interfaces with plant automation systems
  • Interfaces with customer management and information systems
  • Ad-hoc reportingDevelop reports and analysis data to support management /organizational decisions
  • Maintain Fleet records
  • Establish Bar-coding and PDA capabilities / interface
  • Integrate CAD programs


 Is consistently at work and on time; Ensures work responsibilities are covered when absent; Arrives at meetings and appointments on time.


 To perform the job successfully, an individual should demonstrate the following competencies:

 Analytical - Collects and researches data; Uses intuition and experience to complement data.

Problem Solving - Identifies and resolves problems in a timely manner; Gathers and analyzes information skillfully; Develops alternative solutions; Works well in group problem solving situations; Uses reason even when dealing with emotional topics.

Technical Skills - Assesses own strengths and weaknesses; Pursues training and development opportunities; Strives to continuously build knowledge and skills; Shares expertise with others.

 Interpersonal Skills - Focuses on solving conflict, not blaming; Maintains confidentiality; Listens to others without interrupting; Keeps emotions under control; Remains open to others' ideas and tries new things.

 Oral Communication - Speaks clearly and persuasively in positive or negative situations; listens and gets clarification; Responds well to questions; Demonstrates group presentation skills; Participates in meetings.

 Written Communication - Writes clearly and informatively; Edits work for spelling and grammar; Varies writing style to meet needs; Presents numerical data effectively; Able to read and interpret written information.

 Teamwork - Balances team and individual responsibilities; Exhibits objectivity and openness to others' views; Gives and welcomes feedback; Contributes to building a positive team spirit; Puts success of team above own interests; Able to build morale and group commitments to goals and objectives; Supports everyone's efforts to succeed.

 Change Management - Develops workable implementation plans; Communicates changes effectively; Builds commitment and overcomes resistance; Monitors transition and evaluates results.

Judgment - Displays willingness to make decisions; Exhibits sound and accurate judgment; Supports and explains reasoning for decisions; Includes appropriate people in decision-making process; Makes timely decisions.

 Motivation - Sets and achieves challenging goals; Demonstrates persistence and overcomes obstacles; Measures self against standard of excellence; Takes calculated risks to accomplish goals.

 Planning / Organizing - Prioritizes and plans work activities; Uses time efficiently; Plans for additional resources; Sets goals and objectives; Organizes or schedules other people and their tasks; Develops realistic action plans.

 Professionalism - Approaches others in a tactful manner; Reacts well under pressure; Treats others with respect and consideration regardless of their status or position; Accepts responsibility for own actions; Follows through on commitments.

 Quality - Demonstrates accuracy and thoroughness; Looks for ways to improve and promote quality; Applies feedback to improve performance; Monitors own work to ensure quality.

 Quantity - Meets industry standards of operation in accordance with NEC, NFPA, OSHA, ANSI, MSI, etc. Completes work in timely manner. Strives to increase productivity.

 Safety and Security - Observes safety and security procedures; Determines appropriate action beyond guidelines; Reports potentially unsafe conditions; Uses equipment and materials properly.

 Adaptability - Adapts to changes in the work environment; Manages competing demands; Changes approach or method to best fit the situation; Able to deal with frequent change, delays, or unexpected events.

Dependability - Follows instructions, responds to management/supervisory direction; Takes responsibility for own actions; Keeps commitments; Commits to long hours of work when necessary to reach goals. Completes tasks on time or notifies appropriate person with an alternate plan.

 Initiative - Undertakes self-development activities; Seeks increased responsibilities; Looks for and takes advantage of opportunities; Asks for and offers help when needed.

 Innovation - Displays original thinking and creativity

 Qualifications To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.


 Supervisory Responsibilities

 This position has no supervisory responsibilities.


 To perform this job successfully an individual must be able to perform each essential duty satisfactorily.  The requirements listed below are representative of the knowledge, skill and/or ability required.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

 Education and/or Experience 

     Proficient with all Windows based programs, knowledgeable with any Computerized Maintenance Management System program.

  Applicable certifications and / or associates degree in a related discipline preferred.  A minimum of 3 years’ experience in a comparable CMMS role is required.                            

Language Skills  

    Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals.

   Ability to write routine reports and correspondence.  Ability to speak effectively before groups of customers or employees of organization.                                                                                                                                                                                                                                                

 Reasoning Ability

     Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists.

  Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.                                      Computer Skills

   To perform this job successfully, an individual should have knowledge of and proficiency in using full Microsoft Office products, Computerized Maintenance Management System (CMMS) Project, and other internet based software.                                                          

Certificates, Licenses, Registrations

 Job specific certificates preferred.                                  

 Physical Demands

 The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

 While performing the duties of this Job, the employee is regularly required to walk. The employee is frequently required to sit and type.  The employee is frequently required to stand, bend, and / or crouch for filing purposes.

 Work Environment

 The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

 While performing the duties of this Job, the employee is occasionally exposed to moving mechanical parts and vibration.  The noise level in the work environment is usually moderate.

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