Maintenance System Administrator Job Grand Rapids area,Michigan USA,IT/Tech

Overview

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.

Expectations
1. eMaint (CMMS) System Administration

a.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.

2. Reporting and KPI Management

aPublish structured weekly and monthly reports on key assets: downtime cost, work order backlog, repeat failure logs, and PM compliance.

bTrack and report core downtime KPIs (MTTR, MTBF, OEE, Availability) and core maintenance KPIs (PM Compliance Rate, Planned Maintenance Percentage, Maintenance Backlog).

cGenerate essential system reports: PM schedule & compliance, work order backlog, asset downtime & ccost, and parts/inventory usage.

dExtract and analyze eMaint data to identify equipment reliability trends, downtime drivers, and labor cost patterns.

eDocument monthly spare parts cycle count results and distribute them to operational coaches as part of the standard reporting cadence.

3. Preventive Maintenance Program Support

aMaintain the master asset list and criticality rankings, and support risk assessments using historical repair and failure data.
bBuild and maintain PM schedules, checklists, and time-/usage-based triggers within the CMMS.
cSupport PM program rollout, pilot testing, and continuous improvement, adjusting task frequency based on quarterly KPI review.
dMonitor and report PM compliance and the ratio of planned to reactive/emergency work.
eConfirm that spare parts needed for scheduled PM tasks are in stock, using monthly cycle count data to flag shortages before they stall a PM.

4. Spare Parts and Inventory Administration

aMaintain accurate parts catalog data (part numbers, descriptions, costs, lead times) and asset-to-part linkages.

bSet and monitor min/max/reorder thresholds to prevent stockouts.

cLead monthly cycle counts of spare parts inventory, documenting results and reconciling physical-to-system discrepancies.

dServe up monthly cycle count results to operational coaches for review, and track variances and corrective actions to closure.

eAdminister inventory user permissions and audit trails; support procurement with replenishment reporting.

5. Other Duties

aSupport documenting outage planning, reporting, and cost accounting.

bStandardize…