Data Clerk

Sullivan Environmental Services Inc•Galveston, TX

3d•$0 - $25•Onsite

About The Position

The Data Clerk provides data-management, document-control, administrative, and business-process support to the Maintenance & Reliability organization. The role serves as the department’s administrative and information backbone by ensuring KPIs, action items, financial support records, controlled documents, training records, employee milestones, compliance documentation, and FIIX/SharePoint records are accurate, current, organized, retrievable, and maintained to an established cadence. The Data Clerk is expected to proactively follow up on missing information, maintain disciplined records, highlight overdue items, and continuously improve administrative processes. Technical and financial approval authority remains with the accountable manager, SME, Finance, HR, Procurement, or other designated process owner. Core Values: Model and reinforce company values through accuracy, integrity, responsiveness, confidentiality, teamwork, quality, and continuous improvement. Support the Maintenance & Reliability team’s expectation of Executing with Precision.

Requirements

High school diploma or equivalent required; associate degree, business/administrative training, records-management training, or comparable experience preferred.
2+ years of experience in data entry, document control, administrative coordination, maintenance administration, finance support, HR support, procurement support, or a similar industrial/business environment preferred.
Strong proficiency with Microsoft Excel, Word, Outlook, Teams, SharePoint, and Microsoft Planner; experience with Power BI or similar reporting tools is beneficial.
Experience with CMMS systems, preferably FIIX, and the ability to learn asset, PM, work-order, and document structures.
Strong organizational, follow-up, data-quality, written-communication, and document-management skills.
Ability to handle confidential information appropriately and work across multiple departments and deadlines.
Comfort working in an industrial terminal environment and interacting with Maintenance, Reliability, Operations, Finance, HR, Procurement, Safety, vendors, and contractors.

Nice To Haves

associate degree, business/administrative training, records-management training, or comparable experience
experience with Power BI or similar reporting tools is beneficial
preferably FIIX

Responsibilities

Maintain and update Maintenance & Reliability KPI scorecards on the established weekly, monthly, quarterly, and annual cadence.
Collect required KPI inputs from accountable owners; validate completeness, maintain supporting evidence, preserve historical trends, and flag missing or inconsistent data.
Prepare KPI charts, dashboards, scorecards, and reporting packages used in daily, weekly, monthly, program, and quarterly reliability reviews.
Maintain the department action tracker and/or Microsoft Planner, ensuring approved actions include a clear title/goal, owner, priority, category/label, due date, status, and completion evidence where required.
Follow up with action owners, issue reminders, identify aging or overdue actions, and escalate unresolved items through the appropriate leadership channel.
Maintain records and actions arising from RCAs, MOCs, safety findings, audits, leadership meetings, program reviews, reliability reviews, projects, and continuous-improvement initiatives.
Support annual budget development by organizing prior-year actuals, planned expenditures, quotes, forecasts, training needs, major maintenance activities, and other supporting information requested by department leaders.
Maintain a current department budget tracker and support managers/superintendents with monthly budget-versus-actual reviews and forecast updates.
Support monthly accrual preparation by collecting completed/partially completed work information, open purchase-order status, vendor/contractor information, estimates, and supporting evidence before Finance deadlines.
Maintain the departmental accrual tracker and support reconciliation of prior accruals against invoices/actual charges.
Maintain the Maintenance & Reliability SOP register, including document owner, revision, approval date, status, next review date, and controlled SharePoint location.
Format and administratively update SOPs based on approved technical content from the accountable SME/process owner; coordinate reviews, approvals, revisions, distribution, and archival of superseded versions.
Maintain current job descriptions, RREs, organization charts, and associated review dates; coordinate approved updates with department leadership and HR.
Scan and digitize paper PM checklists, inspection sheets, and approved supporting records; apply standard file naming and upload the current controlled document to the correct FIIX asset, PM, or scheduled-maintenance record.
Perform administrative quality checks to confirm PM documents are legible, current, correctly named, and associated with the correct FIIX record; flag missing or questionable content to the technical owner rather than making technical changes independently.
Maintain the Maintenance & Reliability SharePoint folder structure, naming conventions, document indexes, archive locations, and controlled-document organization so records can be readily retrieved by others.
Manage compliance-document organization in SharePoint, including inspection reports, certificates, training evidence, procedures, audit records, vendor documentation, and other records designated by the responsible compliance owner.
Maintain compliance-document registers and, where applicable, due/expiration dates; notify accountable owners of upcoming documentation needs and support audit-readiness through rapid record retrieval.
Maintain the department training and development matrix, including required training, completed training, development plans, competency assessments, vendor/OEM training, leadership training, and certification expiration dates.
Provide supervisors with visibility to upcoming and overdue training requirements and support scheduling, attendance records, and annual training-budget inputs.
Maintain the team birthday and service-anniversary calendar and coordinate approved recognition activities and communications.
Maintain appropriate records of employee recognition, development commitments, and other team-engagement activities as directed by leadership.
Provide administrative/data support to HR, Procurement, Finance, Safety, Operations, or other departments when specifically assigned and when Maintenance & Reliability priorities permit.
Protect confidential employee, vendor, commercial, compliance, and financial information and follow approved access, retention, and document-control requirements.
Continuously identify opportunities to eliminate duplicate trackers, improve data quality, automate repetitive reporting, simplify document retrieval, and improve the overall efficiency of department administration.