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Facilities Admin

Location: Geyserville, California

Job Summary:

The Facilities Administrator is responsible for overall asset management, working with the Facilities Manager in maintenance work planning, preventive maintenance, and the spare parts inventory.  Also primarily responsible for the use and maintenance of the Bigfoot CMMS (Computerized Maintenance Management System) software. Maintains various records pertaining to waste water plant operations and ensures the plant operations comply with all occupational health, safety, and wastewater regulations.


Reasonable Accommodations Statement: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Be able to work nights and weekends with call-in. Reasonable Accommodations may be made to enable qualified individuals with disabilities to perform the essential functions.


Safety Statement

All employees shall follow safe practices according to the injury and illness Prevention Policy (IIPP), render every possible aid to safe operations, and report all unsafe conditions or practices immediately to any management employee or Human Resources.

Essential Duties and Responsibilities:

CMMS Management: (30%)
• Oversee and manage the CMMS for Virginia Dare. Work with counterparts at other Coppola properties to determine and manage global settings and standards.
• Manage Work Order Requests from conception to completion.
• Record and maintain work history (parts used, cost and labor)
• Ensure clear communication between maintenance and each customer to ensure needs are clarified at time of request and communicated to technicians performing the work. And, to ensure those needs are met at closure of work order.
• Manage the PM schedule within the CMMS. Print orders as scheduled, maintain dates, attach task lists, etc.
• Analyze data in order to identify and communicate trends.
• Develop and publish reports to update management and customers regarding backlog, system utilization, preventive versus unscheduled work, etc.
• Safety requests and action items – utilize CMMS to record, manage and provide status reports.

Maintenance Materials/Spare Parts Inventory and Procurement: (20%)
• Maintain the Spare Parts inventory. Help implement a process to ensure critical spares are replenished and available as needed. Maintain an organized storage area.
• Place orders for parts or materials. Establish relationships with vendors. Ensure VDW continues to get value from each purchase via competitive bidding for larger ticket items, negotiated agreements, or exceptional service.
• Source materials for projects. Work with project managers and techs to determine projects materials needs, seek quotes, and place orders. Manage lead times to ensure deliveries meet project needs.

Work Order Planning and Scheduling: (20%)
• Coordinate scheduling of work orders. With input from the FM and Team Lead, maintain a daily schedule of assigned work for technicians. Ensure work is scheduled at least a week out, with a tentative schedule a week or two beyond that.
• Plan materials, tools, permitting, impacts on other departments, etc. by work order. Coordinate materials takeoffs and lead procurement. Determine exceptional tool/equipment needs and ensure availability. Ensure necessary permitting and/or safety reviews are performed. Maintain communications with other departments regarding curtailments, traffic, and other impacts.
• Contractor management. Frequently manages service or repair contractors while on site. Ensures compliance with contractor safety program, communicates their presence to affected parties, and is the point of contact for any issues.

Operation of Wastewater Systems: (15%)
• Daily operation. Performs daily operational reviews and tests to ensure proper operation of the wastewater treatment systems.
• Compliance. Familiarized with regulatory requirements regarding the wastewater systems. Ensures continued compliance with those requirements. Alerts management to issues or noncompliances.
• Testing. Collects wastewater samples. Performs some testing in-house and arranges for pick up delivery to outside labs on other samples. Understands both regulatory and laboratory requirements and ensures testing is compliant.

Miscellaneous Job Functions: (15%)
• Record keeping. Understand internal and regulatory requirements for record retention. Develop and implement hard copy or electronic management of all required record keeping and ensure records are saved as needed
• Data / Information collection. Input and reporting including but not limited to use of Utilities such as Water, Natural Gas, Electricity, and generation of waste such as Wastewater, Solid waste to landfill and recycle. Building temperature performance logs.
• Hands on work. Beyond some hands on work with the wastewater system, the Administrator is ready, willing, and able to assist technicians with physical and/or technical work in completing maintenance tasks.


• Prefer 2-year Associate degree (or professional training) in engineering, technical subject, or business.
• At least 1 year of experience working with CMMS, MRP, or enterprise software and an understanding of standard work process.
• At least 2 years of experience as a maintenance technician or maintenance planner.
• Project management experience a plus.
• State Wastewater Certification a plus. Willing to pursue certification after hire.

Knowledge, Skills & Abilities:

• Must be self-driven, organized and be able to work in a fast paced team environment.
• Proven written and verbal communication skills.
• Detail oriented
• Experienced user Word, Excel, and Power Point, etc

Physical Demands:

N (Not Applicable) Activity is not applicable to this occupation.
O (Occasionally) Occupation requires this activity up to 33% of the time (0 - 2.5+ hrs/day)
F (Frequently) Occupation requires this activity from 33% - 66% of the time (2.5 - 5.5+ hrs/day)
C (Constantly) Occupation requires this activity more than 66% of the time (5.5+ hrs/day)

Stand – F, Walk – F, Sit – F, Handling/Fingering – F, Reaching Outward – F, Reaching Above Shoulder – O, Climb – O, Crawl – O, Squat or Kneel –O, Bend – O, Working at the computer - F

10 lbs or Less, O
11 – 20 lbs, O
21 – 50 lbs, O
51 – 100 lbs, O
Over 100 lbs, O

12 lbs or Less, O
13-25 lbs, O
26-40 lbs, O
41-100 lbs, O

Other Physical Requirements
Vision (Near, Distance)
Sense of Sound (i.e. Machinery/tractor sounds)
Sense of Touch
Ability to wear Personal Protective Equipment (PPE) (Steel toe boots, safety glasses)
Posted: October 18, 2018

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