Manager of Computerized Maintenance Management Systems

3 weeks ago

Boston, United States UMass Boston Full time

General Summary: 

Manager of Computerized Maintenance Management Systems (CMMS) and Facilities Service Response directs and oversees the operation of the Facilities Department’s TMA Computerized Maintenance Management System (CMMS) and directs the operations of the Facilities Service Response unit

Examples of Duties: 

Administers and oversees the work management system and is the content expert and department resource on all procedural and automated features and functions. Monitors, troubleshoots, and recommends changes and enhancements to support department’s service operations.Resolves customer complaints and handles requests for special or non-standard services.Maintains up-to-date knowledge of Facilities Department operations, including the location of units, services performed, campus buildings, weather conditions, daily schedules and special events.Responds expeditiously to emergency situations and breakdowns. As necessary, notify and dispatch appropriate personnel in response to emergency situations via radio or telephone.Develops and reports on metrics in work order compliance, such as response time, completion time, overall completion percentage, etc. for internal metrics and vendor reporting. Reports to client as appropriate to agreed reporting requirements.Provides training on systems and other technologies as needed for employees, technicians, management, and clients.Generates reports and other management information from the TMA system as requested by supervisors and managers.Responsible for the upkeep of CMMS data. Expectations include, but not limited to: Building set ups – add, change, delete building recordsAssets – add new, update, and take out of service, etc.Users – add new and remove as neededPMs – Set up new, update existing, etc.User documentation/information – update warranty info, procedures, contracts, attach tech manuals, tech notes, etc.Others as defined Designs, generates, reviews, and understands reports. Uses aggregate data from various sources to build a complete analysis, improvement and/or recommendation(s). Prepares and presents results of analysis and reports along with their relative impact(s) to the department to all levels of management.Designs business metrics for accountability. Meets with various members of the campus community to understand their requirements. Business metrics may include performance tracking, contract compliance measures, operational efficiency metrics, and/or financial management measures.Works with Project Management, Daily Operations, and Utility staff to create new equipment lists and ongoing maintenance requirements for building system components installed via new construction, renovations of existing space, or the replacement of existing systems. Provide information to Project Management staff regarding the necessary formatting for the equipment list to be directly loaded into the CMMS.Works with Project Management, Daily Operations, and Utility staff to identify equipment removed from service and deactivate removed equipment in the CMMS.Reviews and updates space information in the CMMS to account for the addition of spaces through new construction and the modification of spaces via renovations. Work with the Campus Planner to ensure that space information in the CMMS matches that held in the University’s master space inventory.Works with the CMMS provider to identify needed system updates/upgrades, identify training opportunities for all staff using the CMMS, and maintain the service contract between UMass Boston and the CMMS provider.Develops policy and procedures for the handling and assigning of received work orders by Facilities Service Response staff.Administers preventative maintenance tracking and documentation programs. Reviews scope and frequency of preventive maintenance work orders with Directors, Deputy Directors and Supervisors and revises CMMS tasks and frequencies as required.Utilizes CMMS to generate and provide management with reports such as work backlog, equipment repair history and cost, trouble calls, work orders received, and customer satisfaction.Analyzes work order flow, workload demands, and management expectations and identifies opportunities to improve processes, planning and performance.Performs all work in accordance with established safety procedures.Performs other duties as required.

Qualifications: 

Possession of a B.S. degree in Facilities Management, Facilities Engineering, or a related field.Minimum of ten years of work experience with a Computerized Maintenance Management System used to track and assign Facilities Department work. Experience using TMA Version 7 preferred.Demonstrated understanding of facilities systems and components, maintenance practices and utility system operations.Demonstrated excellence in verbal, written, and interpersonal skills, including the ability to give written and oral instructions in a precise and understandable manner.Demonstrated ability to work with students, faculty and staff at all levels and maintain effective working relationships with persons from varied ethnic, cultural, and educational backgrounds.Demonstrated excellence in analytical skills using data tracked in the CMMS, applied creativity and problem-solving skills to improve policy and processes.Demonstrated knowledge of the principles and practices of management and the ability to apply those to the day-to- day operation of Facilities Service Response by planning and assigning work according to the nature of the job to be accomplished, the capabilities of subordinates and available resources; controlling work through periodic reviews and/or evaluations; determining subordinates’ training needs and providing or arranging for such training; motivating subordinates to work effectively; determining the need for disciplinary action and either recommending or initiating disciplinary action.Demonstrated ability to provide courteous and efficient service to the faculty, staff, students, and visitors seeking the assistance of the Facilities Department to address an issue.Demonstrated advanced knowledge of Microsoft Office and TEAMS software and CAD/Building System 3-D modelling software.Demonstrated ability to organize and prioritize work and the ability to work both independently and as part of a team.Demonstrated experience in a fast-paced, complex environment is essential. Must be able to remain calm during high stress and/or high activity periods.Demonstrated ability to exercise sound judgment and discretion, especially in the handling of confidential information.Having worked previously in a union environment preferred.Ability to gather, organize and report on data from a variety of sources.

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