Job Title

Asset Co-ordinator

Job Description Summary

Asset coordinator based at Waikeria Prison to support delivery of AM/FM contracts

Job Description

Scope of Role

Support the delivery of Facilities Maintenance services to the Department of Corrections ensuring customer satisfaction through effectively managing, tracking and optimising crucial assets.

Job Purpose

• As the Asset Coordinator, you will be responsible for managing, tracking, and optimising crucial assets within the Waikeria Prison facility.

• Understand and become proficient with the Computer Maintenance Management System (FSI) ensuring all asset management is captured in the system.

• Oversee the lifecycle of assets, from acquisition to disposal and maintaining meticulous records.

• Understand and consistently adhere to Department of Corrections confidentiality guidelines.

• Implement asset tracking systems, enabling real-time monitoring and safeguarding against loss or misuse.

• Conduct regular audits to assess asset condition, performance, and compliance with established standards.

• Collaborate closely with facility management and maintenance teams to support asset needs and plan for future requirements.

• Coordinate sourcing, acquiring and approvals for new assets, optimizing cost-effectiveness without compromising quality.

• Develop asset maintenance schedules, ensuring proper servicing and upkeep to extend their lifespan and minimize downtime.

• Manage asset documentation, including warranties, service contracts, and maintenance histories.

• Utilise asset data and analytics to identify opportunities for process improvement and cost-saving initiatives.

• Foster a culture of accountability and ownership among staff regarding asset management and care.

• Liaise with the Internal Asset Management team to update and maintain the Asset Management Plans as well as processing life-cycle claims.

• Prepare and provide Planned Maintenance schedules for Waikeria Prison.

• Sign off monthly costs for Planned Maintenance works.

• Liaise with the onsite team to ensure Planned Maintenance schedules are up to date before processing.

• Liaise with on-site team to ensure Planned Maintenance works are completed in timely manner for billing.

• Support with the processing of Converga invoices where required

• Support the team with collation of all Planned Maintenance work sheets and ensure data is captured as required off these sheets.

• Coordinate and secure BWOF compliance

Key Accountabilities

• In conjunction with key personnel, ensure the Computer Maintenance Management System (FSI) incorporates all required asset data & system setup to meet Service requirements

• Manage the integrity of the Asset Register by keeping all records up to date.

• Ensure all Planned Maintenance works are processed within required timeframes.

• Ensure all Planned Maintenance billing is processed and updated monthly.

• Ensure all data is captured in a timely manner and updated accurately in datasheets.

• Support the team with AM processes where required.

Key Measures of Performance

• FSI input/output – accurate and timely (essential)

• Administration competency levels

• Customer service levels (internal & external)

• Key tasks are prioritised and achieved

• All deadlines are achieved

• All work is accurate Key Interactions Internal

• Prison administration team

• Prison trades team

• Prison sub-contractors

• NZ Asset Management Team External

• Clients

• Suppliers

• Sub-Contractors

Qualifications & Technical Skills Essential

• Service industry experience

• Advanced administration skills

• Excellent customer service skills

• Planning ability - ability to prioritise workload

• Effective communication skills

• Word processing & Excel skills

• Knowledge of FSI an advantage

• Knowledge of JDE an advantage

• Database administration skills Preferred

• Knowledge of FSI, JDE and ERP system

• Knowledge of JDE and ERP system

• Knowledge of MS Share Point

• Knowledge of Windows 10 Operating System

• Advanced Knowledge of current C&W Processes and Procedure

KEY RELATIONSHIPS (INTERNAL/EXTERNAL)

Internal

• Contract Manager
• Senior Facility Manager
• Facility Manager
• Onsite Trades Teams
• Shared Services Team
• PPP Business Unit Governance Co-Ordinator
• Vendor Management team
• Property Help Desk Team
• Honeywell onsite delivery team
• Cushman Wakefield HSSE team
• Cushman Wakefield Quality Assurance team
• Facility Co-ordinators
• Water and Compliance Technician

External

• Cornerstone Partners (CIP)
• Department of Corrections – Wellington
• Waikeria Prison site team (Department)
• Suppliers, including the CMMS provider
• Contractors
• Training providers
• Governing bodies including ACC, Work Safe etc

PERSONAL CHARACTERISTICS

• Ability to implement and champion systems and best practices.
• Good organisational skills, able to work with a high level of autonomy
• Good business English and ability to produce high quality written documentation
• Ability to deliver presentations and/or training in a small group situation

INCO: “Cushman & Wakefield”