Facility Administrative Coordinator

CSS, Inc•Cape Canaveral, FL

9d•Onsite

About The Position

The Facility Administrative Coordinator will be responsible for conducting on-site inspections and inventories of facility equipment and assets. This role involves identifying and documenting asset details, photographing assets, comparing field observations with existing CMMS records, and researching technical information. The coordinator will develop detailed preventive maintenance job plans and work instructions, recommend maintenance intervals, and maintain asset information within the CMMS. This position requires coordination with maintenance staff and customer representatives, maintaining organized logs, and supporting continuous improvement of asset management programs. The role also includes operating a company vehicle daily for travel between customer properties and performing other administrative and maintenance-planning duties as assigned.

Requirements

Demonstrated experience working with a Computerized Maintenance Management System (CMMS), including asset records, preventive maintenance tasks, job plans, and work-order documentation.
Industrial or facilities maintenance experience with working knowledge of common building systems and facility assets.
Ability to interpret equipment nameplates, technical manuals, maintenance schedules, drawings, and manufacturer recommendations.
Strong field-documentation, photography, research, technical writing, organizational, and quality-control skills.
Strong computer skills and proficiency with Microsoft Office applications.
Ability to work independently in active industrial facilities and communicate effectively with maintenance, operations, and customer personnel.
Valid driver's license required.
Must possess and maintain an acceptable motor vehicle record throughout employment, as this position requires daily operation of a CSS company vehicle.
Must comply with all CSS company vehicle safety, driver eligibility, and vehicle-use requirements.
Ability to meet applicable customer site-access, background-screening, drug-screening, safety, security, and training requirements.

Nice To Haves

Experience with IBM Maximo or a similar enterprise CMMS.
Previous experience developing preventive maintenance procedures, job plans, or maintenance work instructions.
Experience with HVAC, electrical, mechanical, plumbing, life-safety, compressed-air, or other facility systems.
Experience researching and interpreting manufacturer operation and maintenance manuals.
Maintenance planning, scheduling, asset-management, or reliability experience.
Previous experience supporting aerospace, manufacturing, industrial, or other technically complex facilities.
Familiarity with OSHA requirements, lockout/tagout practices, and general industrial safety requirements.

Responsibilities

Conduct on-site inspections and inventories of facility equipment and assets.
Identify and document asset manufacturer, model number, serial number, equipment type, location, condition, accessibility considerations, and other pertinent information.
Photograph facility assets and associated components for documentation and CMMS records.
Compare field observations with existing CMMS records and available asset history and identify missing, duplicate, incomplete, or inconsistent information.
Research manufacturer manuals, maintenance bulletins, parts information, technical data, and recommended maintenance requirements.
Develop detailed, CMMS-ready preventive maintenance job plans for facility assets.
Develop clear work instructions identifying maintenance objectives, sequenced work steps, required tools and materials, safety and lockout/tagout considerations as applicable, labor or craft requirements, documentation expectations, and closeout criteria.
Recommend appropriate preventive maintenance intervals based on manufacturer guidance, applicable regulatory or code requirements, asset criticality, operating environment, observed condition, and customer maintenance standards.
Enter, update, and maintain asset information, job plans, preventive maintenance tasks, photographs, technical references, and related documentation within the CMMS.
Coordinate with facility maintenance technicians, supervisors, and customer representatives to validate equipment information and maintenance requirements.
Maintain an organized status log of facilities inspected, assets documented, technical references obtained, job plans drafted, reviews completed, and open exceptions.
Support continuous improvement of facility asset-management and preventive maintenance programs.
Operate a CSS company vehicle daily to travel between assigned customer properties and facilities.
Comply with all CSS driving and vehicle-use policies, including safe vehicle operation, passenger safety requirements, proper vehicle care, and immediate reporting of accidents, damage, near misses, or other vehicle-related incidents.
Maintain safe, professional, and compliant conduct at all times while operating CSS vehicles and traveling between customer sites.
Represent CSS professionally at all times while on customer sites and while operating company vehicles.
Perform other facility administrative and maintenance-planning duties as assigned.