Maintenance System Administrator

Padnos•Grand Rapids, MI

About The Position

In this role, you will serve as the company-wide administrator for the eMaint CMMS, owning system triage, user support, and hyper-care throughout the platform’s rollout. You will manage user access, safeguard data integrity, and coordinate upgrades and enhancements with IT and software vendors. You will also own the maintenance reporting function, publishing the weekly and monthly reports, downtime and reliability KPIs, and preventive maintenance metrics that the maintenance and operations teams rely on to make decisions. Beyond the CMMS itself, you will provide administrative support for the site’s preventive maintenance program and spare parts inventory, including leading monthly spare parts cycle counts, documenting the results, and serving them up to operational coaches for review and follow-up. You will also contribute maintenance data to outage planning, financial reporting, and Industry 4.0 initiatives.

Requirements

Associate’s or Bachelor’s degree in a related field (business, engineering, information systems) preferred; equivalent experience considered.
Prior experience administering a CMMS (eMaint or similar) strongly preferred.
Strong Excel and data analysis skills, with experience building reports and dashboards.
Excellent training, documentation, and communication skills.
Must be able to perform the following duties of the job: 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.

Responsibilities

Serve as the company-wide eMaint administrator, providing triage and hyper-care support during rollout and ongoing use.
Triage and own service “tickets” for system support.
Own and maintain system training documentation, SOPs, and user guides.
Manage user access: create accounts, assign security permissions, and control data access.
Oversee data entry quality assurance and workflow management to protect data integrity.
Coordinate with IT and software vendors on patches, upgrades, testing, and new feature rollouts.
Support maintenance teams with work order scheduling, tracking, and closeout.
Train technicians and staff on system use, providing ongoing guidance and documentation.
Administer the inventory and parts warehousing module within eMaint.
Publish structured weekly and monthly reports on key assets: downtime cost, work order backlog, repeat failure logs, and PM compliance.
Track and report core downtime KPIs (MTTR, MTBF, OEE, Availability) and core maintenance KPIs (PM Compliance Rate, Planned Maintenance Percentage, Maintenance Backlog).
Generate essential system reports: PM schedule & compliance, work order backlog, asset downtime & cost, and parts/inventory usage.
Extract and analyze eMaint data to identify equipment reliability trends, downtime drivers, and labor cost patterns.
Document monthly spare parts cycle count results and distribute them to operational coaches as part of the standard reporting cadence.
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-/usage-based triggers within the CMMS.
Support PM program rollout, pilot testing, and continuous improvement, adjusting task frequency based on quarterly KPI review.
Monitor and report PM compliance and the ratio of planned to reactive/emergency work.
Confirm that spare parts needed for scheduled PM tasks are in stock, using monthly cycle count data to flag shortages before they stall a PM.
Maintain accurate parts catalog data (part numbers, descriptions, costs, lead times) and asset-to-part linkages.
Set and monitor min/max/reorder thresholds to prevent stockouts.
Lead monthly cycle counts of spare parts inventory, documenting results and reconciling physical-to-system discrepancies.
Serve up monthly cycle count results to operational coaches for review, and track variances and corrective actions to closure.
Administer inventory user permissions and audit trails; support procurement with replenishment reporting.
Support documenting outage planning, reporting, and cost accounting.
Standardize scheduling workflow, job assignments, and work presentation (mobile and stationary) to IXL work group TMs.
Provide weekly OES and Shredder/Downstream (Shred 2.0) reporting support.
Contribute maintenance-specific data, including spare parts cycle count results, to the monthly financial reporting packet.
Develop and present Industry 4.0 machine data reporting.