IT & PLM Systems Administrator

John Paul Mitchell Systems•Santa Monica, CA

9d•$100,000 - $110,000•Hybrid

About The Position

The IT & PLM Systems Administrator combines administration of John Paul Mitchell Systems’ Infor Optiva Product Lifecycle Management (PLM) system with coordination and administrative support for IT initiatives and daily operations. The role maintains PLM system performance, resolves defects and data issues, administers configurations and access, supports integrations, and partners with stakeholders in Research & Development, Regulatory & Quality, Packaging, and Procurement & Supply Chain. It also coordinates IT projects and system implementations through planning, scheduling, task tracking, documentation, status communications, and meeting follow-up. Support for incoming IT requests is a secondary responsibility. The role is hybrid, working three times a week from either the Santa Monica or Santa Clarita office, with work taking place in office and warehouse environments. John Paul Mitchell Systems develops and markets professional hair and skin care products and supports philanthropic causes. The company states that sustainability is a priority and that it is committed to making its operations climate neutral. The expected base salary range is $100,000 to $110,000, with eligibility for a discretionary bonus plan based on personal performance and company results. Eligible employees may receive a benefits package that includes insurance coverage, retirement savings plans with company match, paid family leave, education-related programs, paid holidays, and discretionary vacation time.

Requirements

Demonstrated experience administering and supporting the Infor Optiva PLM system in a complex, cross-functional environment.
Strong troubleshooting and problem-solving skills, including diagnosing and resolving system defects and data issues.
Strong project coordination and organizational skills, including the ability to plan, track, and drive multiple IT initiatives and deliverables to completion.
Experience coordinating projects and maintaining schedules, documentation, and status reporting across stakeholders.
Strong analytical skills and experience interpreting quantitative and qualitative data to inform decisions and recommendations.
Strong understanding of ERP systems and end-to-end business process flows.
Excellent written and verbal communication skills, including the ability to explain technical concepts to non-technical audiences.
Highly organized and detail-oriented, with the ability to manage multiple priorities in a fast-paced environment.
Ability to partner effectively with stakeholders across departments and with external vendors.
High school diploma or GED required.
At least four years of experience administering or supporting enterprise business systems and/or coordinating IT support operations, including at least two years supporting the Infor Optiva PLM system.

Nice To Haves

Familiarity with project management tools or methodologies such as Smartsheet, Microsoft Project, or Azure DevOps.
Experience with NinjaOne, ServiceNow, or a comparable ITSM/ticketing platform.
Experience with D365 F&SCM or ERP–PLM integrations.
Experience providing administrative or project coordination support for system implementations.
Experience with ticketing software such as Azure DevOps or Jira.
SQL and/or report-building experience.
Bachelor's degree in Information Technology, Business Administration, or a related field.
Experience supporting PLM in a consumer-packaged goods, cosmetics, or manufacturing environment.
Knowledge of formula/recipe management and CPG/beauty regulatory requirements, such as INCI and SDS.

Responsibilities

Monitor the health, performance, and availability of Infor Optiva across supported functions.
Identify, triage, and resolve PLM bugs and system defects in partnership with Infor, internal IT, and vendors.
Correct administrative and data issues that do not require the full change-management workflow while maintaining data integrity and governance.
Serve as the primary point of contact for PLM stakeholders across R&D/Product Development, Regulatory & Quality, Packaging, and Procurement & Supply Chain; translate their needs into system configurations and solutions.
Partner with Product Development and the change board process to capture requirements for PLM workflows, guide stakeholders through their submissions or setup, and coordinate reviews.
Perform Excel-based data uploads to initiate PLM workflows as needed.
Administer Optiva configuration, user access, roles, and security in accordance with company policies.
Maintain and support integrations between Optiva and connected systems, such as ERP/D365 F&SCM.
Stay informed about the Optiva product roadmap, evaluate upcoming features, and recommend business-enhancing changes.
Support testing, validation, and deployment of system updates, patches, and enhancements; document configurations, procedures, and known issues.
Plan, schedule, and track IT initiatives and system implementations, including tasks, milestones, and project documentation.
Coordinate IT team members, business stakeholders, and vendors to keep deliverables, dependencies, and timelines on track.
Maintain project status reporting and communications, and raise risks, blockers, and progress to leadership.
Facilitate project meetings, document action items and decisions, and follow up to drive timely completion.
Help establish and maintain consistent IT project intake, prioritization, and documentation practices.
Monitor incoming IT work and help route or escalate high-priority requests as a secondary responsibility.