Facilities Asset and Systems Specialist

University of New England Career•Portland, ME

3d•Onsite

About The Position

The Facilities Asset and Systems Specialist supports accurate facilities asset records, preventive maintenance, work order processes, lifecycle planning, and ongoing administration of the computerized maintenance management system (CMMS). The role coordinates asset verification and documentation, develops maintenance templates and schedules, improves work order practices, and maintains facility condition information used for operational and capital planning. The position administers and improves the CMMS and related systems, supports system integrations, and serves as the primary functional liaison to system vendors. It reviews project and technical documentation to incorporate relevant asset and maintenance information, and provides onboarding, training, user support, procedures, and guidance to Facilities staff and other users. The role also coordinates improvement projects and organizes shared documents and communications resources. The position is primarily computer-based in an office environment, with periodic onsite asset verification and coordination across UNE’s Biddeford and Portland campuses. Occasional evening or weekend work may be required to support University operations.

Requirements

Bachelor’s degree in facilities management, information systems, business administration, or a related field, plus three to five years of relevant experience; or an equivalent combination of education and experience.
Experience with asset inventories, preventive maintenance, facilities operations, or lifecycle planning.
Working knowledge of HVAC, electrical, plumbing, and other building systems.
Experience administering a CMMS, asset management system, or comparable operational platform, including reporting, workflows, data management, and user support.
Proficiency with Microsoft Office applications.
Ability to interpret technical documents and analyze asset, maintenance, and cost information to support operational and capital planning.
Demonstrated ability to coordinate projects, train users, manage competing priorities, and communicate effectively with University staff, vendors, and contractors.

Nice To Haves

Familiarity with shared document platforms, system integrations, and automation.

Responsibilities

Build and maintain accurate inventories for buildings, building systems, infrastructure, fleet vehicles, furniture, fixtures, and equipment; coordinate field verification, photographs, equipment labels, and QR codes.
Create and maintain preventive maintenance templates, schedules, procedures, recurring inspections, and meter-based maintenance requirements with qualified Facilities personnel.
Coordinate incoming work requests, support prioritization and routing, and work with Facilities supervisors to resolve overdue, incomplete, or incorrectly documented work orders.
Establish consistent work order practices for assignment, status updates, time reporting, asset references, and closure; identify workflow gaps with departmental leadership.
Analyze trends, backlog, preventive maintenance compliance, labor costs, recurring issues, asset condition, and renewal needs.
Gather user feedback and implement practical improvements that reduce administrative burden and support effective operations.
Maintain an actionable Facilities Condition Index (FCI) dataset covering asset needs, condition, renewal timelines, and replacement estimates; coordinate annual reviews and document equipment replacements and retirements.
Partner with Facilities Management, Campus Planning, and Finance to translate asset information into prioritized maintenance, capital, and furniture, fixtures, and equipment plans and budget recommendations.
Establish asset naming conventions, location structures, parent-child relationships, and required data fields; reconcile records across CMMS and FCI systems.
Administer and continuously improve the CMMS, including configuration, user access, team structures, request portals, approval workflows, notification practices, and licensing coordination.
Review blueprints, specifications, O&M manuals, submittals, warranties, and project documentation; incorporate relevant asset and maintenance information from construction, renovations, and equipment changes.
Lead staff onboarding, training, demonstrations, and user support across desktop and mobile devices; develop procedures, help guides, and communications to improve adoption and data quality.
Coordinate system integrations and automation with ITS, vendors, and appropriate University review offices, including fleet data and event support workflows.
Organize Facilities shared documents and communications resources, including Box folders, SharePoint content, and building distribution groups; support targeted updates and accessible service-request guidance.
Serve as the primary functional liaison to system vendors; troubleshoot issues, assess product changes, and recommend system, licensing, and contract enhancements based on operational needs, cost, and value.
Manage assigned improvement projects, coordinate stakeholders and timelines, and escalate resource needs and decisions requiring departmental or institutional approval.
Perform other related duties as assigned.