eMaint Specialist

Job Description

Job Description

Position: eMaint Administrator

Reports To: Facilities Manager

Direct Reports: n/a

Days / Hours of work: Full-time, Non-Exempt; normal business hours with occasional support outside scheduled hours when required

Compensation: Depending on Experience

Midwest Refrigerated Services is a full-service 3PL company providing refrigerated logistics services for the food industry. Based in Milwaukee, WI, we operate the largest fresh 48 state LTL consolidation pool with more than 100+ trucks, and offer multiple sites with cooler, and air-conditioned storage, distribution, and cross-docking services. We operate refrigerated and non-refrigerated warehouses for storage needs but also Value-Added Services such as specialty packing, kitting, and fulfillment needs. We work with some of the household names that your family puts on the dinner table every night. It’s an important job, one that makes a difference in your community. This is the first step in launching your career with a family-run company that cares about you, your family, and your success. We encourage our employees to learn and grow with us, while enjoying the friendly culture and great benefits that come with the MRS experience.

General Position Overview: The eMaint Specialist is responsible for the administration, accuracy, standardization, and continued improvement of the company’s maintenance management system. This position maintains asset records, preventive maintenance schedules, work order configurations, user access, reports, dashboards, and system documentation across all MRS facilities. The eMaint Specialist provides accurate and timely information so the Facilities Manager, RMTs, SMTs, and site leadership can manage maintenance performance, labor, costs, backlog, PM completion, and equipment reliability.

At Midwest Refrigerated Services, we are driven by our Midwest Values of:

• Modesty
• Integrity
• Dependability
• Work Ethic
• Efficiency
• Safety
• Trust

It is expected that all employees exemplify these values.

General Accountabilities include:

• Safety: Follow all company safety requirements, identify and report hazards, document near misses regularly, and immediately escalate unsafe conditions or compliance concerns.
• System and User administration: Maintain approved eMaint settings, forms, workflows, work order categories, priorities, statuses, required fields, notifications, dashboards, and system standards. Build and maintain approved PM schedules, tasks, frequencies, meter triggers, assignments, procedures, and required documentation. Confirm PMs generate correctly and remain attached to the proper asset. Create, update, and deactivate user accounts; assign approved roles and permissions; maintain site and regional access; and complete approved access requests within established timelines.
• Labor and cost reporting: Verify that labor, parts, purchases, and vendor costs are recorded against the correct work order, asset, site, and cost category. Report missing or inconsistent information for correction.
• Parts and documents: Maintain approved parts records, descriptions, numbers, vendors, costs, storeroom locations, minimum quantities, manuals, inspection records, and other maintenance documents stored in eMaint.
• Training and job aids: Provide eMaint onboarding and continued training for RMTs, SMTs, Operations, and other approved users. Create and maintain procedures, job aids, and data entry standards.
• User support: Respond to system questions, investigate reported problems, resolve issues within assigned access, and coordinate with eMaint support when additional assistance is required.
• Compliance records: Maintain accessible maintenance history, inspection documentation, PM records, and audit trails needed to support safety, food safety, customer, regulatory, and insurance requirements.
• Communication: Provide regular updates to the Facilities Manager regarding data quality, system issues, overdue corrections, reporting trends, user adoption, and decisions requiring management involvement.
• Perform other duties consistent with the responsibilities and authority of the position.

Skills Required:

• Safely work in refrigerated warehouses, docks, and equipment areas while wearing required personal protective equipment.
• Manage users, permissions, assets, preventive maintenance, work orders, forms, reports, dashboards, parts, and documents in eMaint or a similar CMMS.
• Review system data, identify errors or missing information, and complete or coordinate corrections.
• Create accurate reports on labor, costs, preventive maintenance completion, backlog, downtime, work order status, and asset history.
• Organize and analyze data using Microsoft Excel, Outlook, Teams, and other assigned systems.
• Understand maintenance terms, asset structures, preventive maintenance schedules, work order processes, parts usage, and equipment records.
• Write clear procedures and train users with different levels of system experience.
• Prioritize user requests, reports, data corrections, and system projects across multiple sites.
• Communicate clearly with technicians, Operations, leaders, vendors, and system support staff.
• Regularly compare eMaint asset data with Finance records and correct inconsistencies.

Physical Requirements:

• Ability to perform computer based administrative work throughout the workday.
• Ability to walk warehouse and maintenance areas to verify assets, tags, locations, and equipment information.

Prerequisites:

• High school diploma or equivalent required; technical, business, information systems, or maintenance related education is preferred.
• At least three years of experience in CMMS administration, maintenance planning, maintenance coordination, asset data management, or a related position.
• Demonstrated experience maintaining asset records, work orders, preventive maintenance, reports, and user access.
• Experience administering eMaint or a comparable CMMS across multiple sites is preferred.
• Demonstrated experience using Microsoft Excel for data review, reconciliation, and reporting.
• Ability to travel to MRS facilities when asset verification, training, system rollout, or onsite support is required.
• Valid drivers license

Performance Measurements:

• Approved user accounts, permissions, and access changes are completed within established service levels and inactive access is removed promptly.
• Asset records contain required information and are connected to the correct site, location, parent asset, PM, and work order history.
• PMs generate correctly, remain linked to the correct assets, and reflect approved tasks, frequencies, assignments, and procedures.
• Critical, aging, PM, accountable labor, backlog, cost, and productivity reports are accurate and distributed on schedule.
• Work orders missing required labor, comments, parts, purchases, failure details, asset links, or completion information are identified and tracked through correction.
• New users complete required training and can perform their assigned eMaint responsibilities using the approved process.
• System changes are tested, approved, documented, and implemented without loss of required data or reporting functionality.
• Maintenance data supports accurate measurement of PM compliance, accountable hours, backlog, downtime, repeat failures, costs, vendor dependency, and equipment reliability.

Monday through Friday, 9:00AM-5:00PM