Facilities Maintenance & Reliability Administrator

The Facilities Maintenance & Reliability Administrator owns the preventive maintenance strategy, asset reliability, and spare parts program for site facilities equipment and utilities — air handling units, chillers, boilers, compressed air, purified water and WFI systems, rooftop units, environmental chambers, and building automation. The role uses maintenance and failure data to improve equipment performance, reduce unplanned downtime, and maintain audit-ready maintenance records, and serves as system owner for the Facilities module of the CMMS. The position works in close partnership with the Facilities Manager on maintenance strategy and asset performance for the site.

Key Responsibilities:

Maintenance & Reliability Program

• Develop, implement, and continuously improve preventive maintenance programs for facilities equipment and utility systems, building PM task lists and intervals from OEM manuals, equipment history, and failure data.
• Establish and maintain asset criticality rankings, and adjust maintenance strategy based on criticality and failure trends.
• Walk down assets on the floor to verify nameplate data, asset hierarchy, location, and PM task accuracy.
• Participate in troubleshooting and root cause investigations on recurring or chronic equipment failures, and translate findings into PM or design changes.
• Monitor PM compliance, work order backlog, and maintenance KPIs, and drive corrective action where performance gaps exist.
• Ensure facilities work orders are properly created, executed, documented, and closed in accordance with site procedures.
• Ensure maintenance documentation supports audit readiness and traceability for facilities activities.

CMMS Ownership & Data Integrity

• Serve as system owner for the facilities CMMS module, ensuring configuration accuracy and data integrity.
• Maintain accurate facilities asset hierarchies, equipment records, and locations.
• Define CMMS user roles and permissions related to facilities operations.
• Provide CMMS training and support to facilities and maintenance personnel.
• Identify data quality gaps and drive corrective actions within the facilities maintenance program.
• Serve as primary liaison with IT for facilities-related configurations and support.

Spare Parts & Inventory

• Manage spare parts inventory within the CMMS, including minimum and maximum stock quantities, reorder points, usage trends, accurate part descriptions, and asset associations.
• Partner with Facilities leadership to forecast spare parts demand and reduce both stockouts and excess inventory.
• Support cycle counts and inventory accuracy initiatives.

Analysis & Reporting

• Analyze CMMS and equipment data to identify maintenance trends, variances, and reliability improvement opportunities.
• Develop and maintain facilities maintenance dashboards and reports for leadership review.
• Translate maintenance data into clear findings and recommendations for Facilities and site leadership.

• Minimum 5 years of experience in an industrial or pharmaceutical maintenance organization — as a technician, planner, reliability specialist, or maintenance supervisor — including direct work on HVAC, utilities, or process equipment.
• Two-year technical degree in industrial maintenance, mechatronics, HVAC, or a related field; bachelor’s degree in Engineering or a technical discipline preferred. Equivalent maintenance experience will be considered in place of a degree.
• Experience building or optimizing preventive maintenance programs preferred.
• Working knowledge of facilities and utility systems: air handling, chilled water, steam/boilers, compressed air, purified water/WFI, and building automation.
• Experience using a CMMS as a maintenance practitioner, including work order management and spare parts inventory.
• Working knowledge of maintenance KPIs — PM compliance, MTBF, MTTR, and backlog management.
• Experience in a cGMP-regulated manufacturing environment.
• Strong proficiency in Microsoft Excel; experience with Power BI or similar dashboarding tools preferred.
• Prior experience supervising maintenance technicians or leading a maintenance function preferred.
• CMRP or equivalent maintenance and reliability certification preferred.

Required Skills & Competencies:

• Ability to read and interpret equipment manuals, P&IDs, schematics, and nameplate data.
• Strong analytical skills with the ability to draw conclusions from maintenance and failure data.
• High attention to detail and commitment to data integrity.
• Ability to exercise independent judgment in maintenance strategy, system governance, and reporting.
• Ability to balance maintenance priorities against inventory cost and availability.
• Strong cross-functional communication with technicians, engineering, quality, and leadership.
• Continuous improvement mindset.

Work Environment & Physical Requirements:

• On-site position with regular presence required on the manufacturing floor, in mechanical and utility spaces, and on rooftops.
• Must be able to gown for and enter classified/controlled areas and comply with GMP dress code and site EHS requirements.
• Must be able to climb ladders, access equipment platforms, and lift up to 50 lbs.