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Asset Management Specialist

Cushman & Wakefield

This is a Contract position in Hamilton, ON posted November 18, 2022.

Job Title Asset Management Specialist Job Description Summary The required duties are performed at an FDA regulated medical facility.

Duties involve critical asset management responsibilities for all GMP laboratory & support equipment, systems, and critical utilities.

Incumbent will also assist & backfill C&W Planner-Scheduler as necessary.

Job Description MAXIMO MAINTAINING THE MAXIMO SYSTEM Ensure schedule due dates are accurate in the system Ensure Job Plan’s, PM Plans, Asset information is correct Continually ensure accuracy of Maximo System information (e.g.; Asset number, Model, Serial Numbers, Frequencies etc.) ADDING NEW ASSETS: Ensure Equipment Registration Form FRM083a is filled out correctly by requester.

Routing to all departments in DocuSign for signatures (Facilities, Lab Ops, QA, etc.) Entering asset information into Maximo and assigning asset ID to new equipment.

Entering appropriate Job Plan in Maximo for the new asset.

Entering appropriate (Preventive Maintenance) PM Plan in Maximo for the new asset and setting up the required PM & Calibration (Cal) schedule.

Monitoring and updating equipment status as it is released for use.

Removal of OOS tag off equipment ASSET CHANGES: Updating Assets to reflect requested change (out of service, decommission or room location) Placing Out of Service (OOS) Tag on equipment Plan and schedule asset moves (Decommission, relocate etc.) with Lab, facilities tech or outside vendor (for critical equipment) Update asset changes in Laboratory Information Management System (LIMS).

Scan FRM-083c into Maximo and create a WO to document the change.

Provide a copy of FRM-083c for all decommissioned assets to FMI Asset Manager.

File FRM-083c in Asset folder MISC MAXIMO PROJECTS: Assist start up for San Diego account, setup ongoing “check in” meetings train on Facilities asset management systems and processes Collaborate with Asset Manager & Planner-Scheduler regarding system changes and process improvements Collaborate with IT and Automation Teams on software upgrades.

Upgrades must be tracked in Maximo on FRM083b.

Meet with Automation on best plan of action and support changes as needed.

Consult and attend meetings on FMI system integrations (LIMS/Service Now) Attend Maximo reporting meetings to check on accuracy and to report errors Provide Maximo & project asset support as needed AUDIT SUPPORT: This is the primary work responsibility while an Audit is conducted Provide the most recent documentations of Assets, making copies (sign/date) Assist with internal client audits
– provide documentation & answer asset questions LIMS: Update with the most recent Cal/PM Dates Update calibration and PM information in LIMS after work is completed Track Out of Service (OOS) equipment as needed Returning equipment to “in service” as needed Add missing information info for any assets (serial etc.) FACILTIES MASTER EQUIPMENT SPREADSHEET: Update and maintain a master equipment spreadsheet for Cals, PMs, location changes, etc.

COLATTERAL DUTIES & RESPONSIBILTIES : SERVICE NOW (SN) : Triage Incoming Facilities tickets as they come in prioritizing critical lab equipment Escalate Lab Equipment tickets in a timely manner by contacting outside vendor Create a Maximo corrective maintenance (CM) work order for all lab asset tickets Update ticket status with notes and status changes to inform requester Review new equipment requests & move requests to initiate the process with requester Complicated new equipment & move requests require meetings to discuss and plan Respond to requests that require copies of Cal, PM certs etc.

MAXIMO: SCHEDULING RECURRING CALIBRATIONS (CAL) & PREVENTIVE MAINTENANCE (PM) Schedule & coordinate outside vendors for equipment Cals & PMs Coordinate with Lab Teams (Pipette, Master cyclers etc.) to schedule asset availability Notify and update Lab teams regarding any schedule changes Follow up on vendor documents and records Input log notes, updates, and status changes (from start to finish) in real time for BOTH Service Now and Maximo Review, print, initial/date documents & route for DocuSign signatures (FAC/LAB OPS) Scan & attach signed documents into Maximo and Service now to appropriate CAL, PM work orders File signed documents into Asset ID folders Review and Ensure all Automation, Facilities Lab Equipment, C&W Techs PM’s have proper documentation before closing out Update calibration and PM information in LIMS after work is completed.

Establish recurring meetings with the Automation Team to discuss the status of open CM, PM/CAL work orders.

Review equipment updates, upcoming schedule changes etc.

Initiate Equipment Extension form (FRM-085) when needed and obtaining proper signatures on form to insure equipment is compliant Updating CAL, PM work orders with extension form and justification SCHEDULING SERVICE REPAIRS (CM’s) Create a Maximo CM work order for ALL service now tickets pertaining to lab equipment (Asset ID).

Input all correct fields Ensure Out of Service (OOS) tag Is placed on equipment Schedule and coordinate outside vendors for repairs Input log notes, updates, and status changes (from start to finish) in real time for BOTH Service Now ticket and Maximo Review, print, initial/date documents & route for DocuSign signatures (FAC/LAB OPS) Scan & attach signed service reports into Maximo CM work order File signed documents into Asset ID folders Remove OOS Tag off repaired equipment Review and ensuring all Automation, Facilities Lab Equipment, C&W Techs CM’s have proper documentation before closing out CM’s SCHEDULING C&W TECHS FACILITY & UTILITY PMs: Daily, Weekly, Monthly PM’s Assign, schedule, review & close out all C&W Tech work Ensure PMs are scheduled with Lab Ops and Materials Management when required Managing the PM schedule and adjust as needed VENDORS: Escort vendors to the lab and ensure equipment is tagged OOS as required Follow up to ensure receipt of vendor documents Ensure proper CAL, & PM stickers are applied to assets Coordinate asset availability with lab staff and Tag equipment OOS for Cal or PM Communicate with Automation for Hamilton/Spectramax/Agilent/Covaris work Coordinate repairs with lab staff & vendor.

Follow up with FMI if IQ/OQ is required Inform lab staff about major projects that could interfere with processing Ensure POs have been created for service work Confirm with FMI if approval is required for the vendor to work in the building NEW ACCOUNT SETUPS & SUPPORT: Continue to support new accounts setups MISCELLANEOUS ITEMS: Support and assist Help desk duties when needed This position requires compliance with our COVID related protocols, which may also include client-specific requirements.This might include, but is not limited to, either providing documentation of full vaccination as per CDC guidelines or agreeing to regular COVID testing.

C&W Services is an Equal Opportunity / Affirmative​ Action employer.

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability, sexual orientation, gender identity, protected veteran status or any other characteristic protected by law.

In compliance with the Americans with Disabilities Act Amendments Act (ADAAA), if you have a disability and would like to request an accommodation in order to apply for a position at Cushman & Wakefield, email HRServicescushwake.com or HRServicescwservices.com.

All inquiries not related to accommodations will go unanswered.