CMMS & Vendor Services Administrator
EMCOR Group

About Us:

EMCOR Facilities Services (EFS), an EMCOR core business, services over 1 billion square feet of commercial space across the United States. From corporate campuses to single sites, EFS provides a range of services that support mission-critical areas of financial services, manufacturing, pharmaceutical, transportation, and education sectors.

Job Title: CMMS & Vendor Services Administrator

Summary:

The CMMS (Computerized Maintenance Management System) and Vendor Administrator will support the Facilities Team in the planning, directing and activity coordination of work to accommodate the preventive, corrective, general maintenance and documentation for the Client, including all activities required to support Vendor services. Associate will coordinate and monitor maintenance activities of the site through the CMMS to ensure the client's needs are met, KPI's are reached, and daily workload met. Associate will schedule and coordinate all outside contracted services with follow up to all work orders assigned. Administrator will own all aspects of Vendor management - "cradle to grave" including ensuring all vendors are paid in a timely manner. Receive, organize, and maintain inspection reports provided by vendors as a result of their contracted efforts. Assign work orders to Maintenance Staff, coordinating directly with the Management Team duties assigned. Supporting the Site Manager to complete all additional functions necessary for time submissions to Payroll. Provide info/reports from CMMS as needed to generate and maintain various metrics and KOI's (Key Operational Indicators). Other duties include, but not limited to, daily assessments of systems, and other various duties as assigned by the Account Manager, while adhering to all safety and health standards.

Location:

1 Parkway South
Greenville, SC 29605

Essential Duties and Responsibilities

• Receives and schedules work orders from the Emcor Customer Service Center (ECSC) and on-site personnel, enters missing WO data and/or modifies as necessary to ensure correctness
• Interfaces with customer (as needed) to clarify the scope of work requested, follows up with status as required
• Coordinate and monitor maintenance activities of the site through the CMMS to ensure the client's maintenance needs are met
• Track PM completion progress throughout the month to provide Site Manager with information required to ensure program compliance.
• Maintains all vendor relationships, ensuring all vendors perform assigned work in a timely, efficient, and safe manner.
• Generates metrics (graphs, charts, spreadsheets, etc.) and other monthly reports using applicable software as deemed necessary by the Site and Account Manager.
• Maintain the CMMS system and change order log. This entails creating, submitting, and logging Change Orders for all applicable instances.
• Responsible for ensuring all vendors invoice properly (and timely) and that all invoices are submitted to - and paid by - AP
• Processes daily time sheets for team and ensures correctness
• Assists in procuring material and services to include assisting in the issuing and maintenance of PO's, receipt of invoices, and resolution of the Open Committed items.
• Ensures all vendor presences on site are properly coordinated in accordance with customer requirements including escort, notification (Security), and job site appearance(s).
• Maintains filing system ensuring proper record keeping
• Performs any other duties as deemed necessary by the site manager

Minimum Requirements:

• Associate's degree (A. A.) or equivalent from two-year college or technical school; or 5 to 10 years related experience and/or training; or equivalent combination of education and experience

• 3 years or relevant (similar) experience

• Must possess a valid driver's license

• Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals. Ability to write routine reports and correspondence. Ability to speak effectively before groups of customers or employees of organization.

• Will have working knowledge of computers and software including but not limited to, Microsoft Office, Word, Excel, Power Point, and some form of a CMMS. Must be very proficient (Advanced) in Excel including Matrices, Graphs, Macros and Pivot Tables. Completion of a competency test in Excel will be required

Competencies:

LANGUAGE SKILLS
Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals. Ability to write routine reports and correspondence. Ability to speak effectively before groups of customers or associates of the organization.

MATHEMATICAL SKILLS
Ability to calculate figures and amounts such as discounts, interest, proportions, percentages, area, circumference, and volume. Ability to apply concepts of basic algebra and geometry.

REASONING ABILITY
Ability to define problems, collect data, establish facts, and draw valid conclusions. Ability to interpret an extensive variety of technical instructions in mathematical or diagram form and deal with several abstract and concrete variables