Maintenance System Administrator

Padnos•Grand Rapids, MI

12d

About The Position

The Maintenance System Administrator serves as the company-wide administrator for the eMaint computerized maintenance management system (CMMS), supporting system rollout and ongoing use through system triage, user support, training, documentation, access management, data quality oversight, and coordination with IT and software vendors. The role administers eMaint’s inventory and parts warehousing module and supports maintenance teams with work order scheduling, tracking, and closeout. The position owns maintenance reporting, publishing weekly and monthly reports on asset downtime, costs, work order backlog, repeat failures, PM compliance, reliability, and inventory usage. It supports the site preventive maintenance program by maintaining asset information and criticality rankings, building and updating PM schedules and checklists, monitoring compliance, and using performance data to improve the program. The administrator also manages spare parts data and inventory controls, leads monthly cycle counts, documents and reconciles results, and provides findings to operational coaches for review and follow-up. Additional duties include contributing maintenance information to outage planning, financial reporting, and Industry 4.0 initiatives, and supporting consistent eMaint standards across PADNOS locations.

Requirements

Associate’s or Bachelor’s degree in a related field such as business, engineering, or information systems, or equivalent experience.
Strong Excel and data analysis skills, including experience building reports and dashboards.
Excellent training, documentation, and communication skills.
Ability to stand, bend, walk, sit, use hands, use tools or controls, reach with hands and arms, climb stairs, balance, stoop, kneel, crouch, push, pull, or crawl.

Nice To Haves

Prior experience administering a CMMS such as eMaint or a similar system is strongly preferred.
An Associate’s or Bachelor’s degree in business, engineering, information systems, or a related field is preferred.

Responsibilities

Serve as the company-wide eMaint administrator and provide rollout hyper-care, ongoing support, and triage of system support tickets.
Maintain system training documentation, SOPs, and user guides; train technicians and staff and provide ongoing guidance.
Create user accounts, assign security permissions, control data access, and administer inventory permissions and audit trails.
Oversee data-entry quality assurance, workflow management, and data integrity.
Coordinate with IT and software vendors on patches, upgrades, testing, and new feature rollouts.
Support work order scheduling, tracking, and closeout; standardize scheduling workflows, job assignments, and work presentation for IXL work group TMs.
Administer eMaint’s inventory and parts warehousing module.
Publish weekly and monthly maintenance reports, including downtime cost, work order backlog, repeat failure logs, PM compliance, asset downtime, and parts and inventory usage.
Track and report MTTR, MTBF, OEE, Availability, PM Compliance Rate, Planned Maintenance Percentage, and Maintenance Backlog.
Extract and analyze eMaint data to identify reliability trends, downtime drivers, and labor cost patterns.
Maintain the master asset list and criticality rankings, and support risk assessments using historical repair and failure data.
Build and maintain PM schedules, checklists, and time- or usage-based triggers in the CMMS.
Support PM rollout, pilot testing, and continuous improvement; adjust task frequency based on quarterly KPI reviews.
Monitor PM compliance and planned-versus-reactive work, and confirm scheduled PM parts are in stock.
Maintain parts catalog data, including part numbers, descriptions, costs, lead times, and asset-to-part linkages.
Set and monitor min/max and reorder thresholds, support procurement with replenishment reporting, and help prevent stockouts.
Lead monthly spare parts cycle counts, document results, reconcile physical and system discrepancies, and track variances and corrective actions to closure.
Provide monthly cycle count results to operational coaches and contribute those results to the monthly financial reporting packet.
Support outage planning, reporting, and cost accounting; provide weekly OES and Shredder/Downstream (Shred 2.0) reporting support.
Develop and present Industry 4.0 machine data reporting and contribute to company-wide eMaint data standardization.