Job Description

PM System Specialist

Department: Custodial & Facilities

Employment Type: Full Time

Location: Gainesville, FL

Reporting To: Dir. Technical Facility Services

Description

The PM Systems Specialists supports the administration and maintenance of the Preventive Maintenance (PM) program by entering, updating, and maintaining maintenance-related data within the Computerized Maintenance Management System (CMMS). This position assists with creating and updating PM records, equipment information, work instructions, and maintenance documentation while ensuring data accuracy and compliance. The ideal candidate is organized, detail-oriented, and comfortable working with computer systems and maintenance personnel.

Key Responsibilities

• Maintain equipment, asset, and preventive maintenance records within the CMMS.
• Enter, update, and verify maintenance-related data to ensure accuracy and completeness.
• Assist in creating and updating PM procedures, work instructions, and standard job plans.
• Maintain equipment lists, asset hierarchies, PM schedules, and work order information.
• Review completed work orders for completeness and accuracy before closure.
• Update maintenance records, labor entries, parts usage, and related documentation.
• Assist with collecting and organizing maintenance data from technicians and supervisors.
• Generate standard reports and spreadsheets to support maintenance planning activities.
• Support data migration and cleanup activities during CMMS updates or system improvements.
• Maintain electronic and hard-copy maintenance documentation as required.
• Assist with user support by answering basic CMMS questions and escalating issues when necessary.
• Follow company procedures related to quality, safety, and documentation requirements.
• Support special projects, updating procedures using Teamcenter and other administrative duties as assigned.

Skills, Knowledge and Experience

Education

• High School Diploma or GED required.
• Associate degree in Business, Industrial Technology, Information Systems, or a related field preferred.

Experience

• 1-3 years of administrative, maintenance support, data entry, or CMMS-related experience preferred.
• Experience using Microsoft Office applications, particularly Excel.
• Experience working in a manufacturing, facilities, maintenance, or industrial environment preferred.
• Experience with CMMS software such as Maximo, Maintenance Connection, eMaint, or similar systems is preferred but not required.

Skills, Credentials & Knowledge

• Strong attention to detail and accuracy.
• Proficient computer and data entry skills.
• Working knowledge of Microsoft Excel, Word, and Outlook.
• Ability to organize and manage large amounts of data and documentation.
• Good verbal and written communication skills.
• Ability to follow established procedures and work independently.
• Ability to work effectively with maintenance, engineering, and operations personnel.
• Basic understanding of preventive maintenance concepts preferred.
• Ability to learn new software applications and business systems.