Main Job Function

Responsible for set-up, administration of the Maintenance Asset Management system. The Maintenance System should provide an orderly system of preventative maintenance and repair maintenance and tracking of maintenance history and costs.

Key Duties & Responsibilities

1. Generate Critical, and Regulatory preventative maintenance (PM) Work Orders for evaluation and distribution by the Maintenance Planner. Review all Contractor, and In-House PM, and Repair Work Orders and enter them into the Maintenance Management system. Report any issues or trends as they are discovered.

2. Capture all costs associated with PM worksheets and work orders. Report any cost of utilities or maintenance that may be billable to customers.

3. In coordination with the Maintenance Planner Develop and implement a spare parts and inventory database. Research other preventative maintenance approaches that may be applicable and beneficial to terminal operations. Perform inventory as directed.

4. Maintain detailed equipment, PM and work order files. Attend training classes are directed or needed.

5. Liaison, coordinate and schedule vendors as required to facilitate the Maintenance Superintendent. Review, verify and reconcile vendor invoicing for accuracy and/or correction. Receive on vendor services and document on work orders. Upon verification process invoice for payment and send to Accounting Department.

6. Review Maintenance Department material/parts request for accuracy of information and inclusion in Maintenance Asset Management system. Forward requests to the Purchasing Department and initiate requisition/PO for all Maintenance Department equipment, parts and materials.

7. In the absence of the Maintenance Manager provide liaison between Office Management and Field Lead. Coordinating maintenance, purchasing and dissemination of information to relevant parties.

8. Perform the duties of the Purchasing Department as needed to include the following:

A. Furnish pricing and availability for desired equipment, parts and supplies using multiple sourcing for best price. Review and route requisitions and purchase orders to the appropriate department according to the department hierarchy.

B. Review, change and reroute purchase orders as required. Reconcile vendor invoices to packing slips and provide assistance to the Accounting Department at end of month closeout.

C. Monitor consumable materials and inform appropriate department of needed replenishment.

9. Develop and assist in the preparation of annual expense and manage monthly budget reports.

10. Prepare available resources to facilitate information flow for audits and general inquiries with Critical PMs.

11. Other duties such as: answering phone, office equipment management, maintain proficiency in applicable software programs.

Qualifications

- Education

• High School Diploma or equivalent required.

• Associates Degree preferred

- Experience

• Account Payables, and receivables.

• Comprehensive knowledge of terminal equipment or previous maintenance experience in a chemical or storage facility is strongly preferred.

- Specific Skills

• Excellent computer skills necessary with willingness to learn in-house Preventative Maintenance (PM) system.

• Intermediate Excel experience

• Excellent interpersonal, written and verbal communication skills.

• Excellent organization skills, and the ability to prioritize and multi-task with minimal supervision are essential.

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