Digital Facility Intern

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This position supports the digitalization of facility operations at the client's site: collecting and digitizing round readings, executing facility operation checklists, and keeping operational data accurate and ready for reporting.
DUTIES AND RESPONSIBILITIES
Perform digital rounds & readings on facility systems (Electrical, Mechanical/HVAC, Compressed Air, Life Safety, WWTP, BMS) and record readings accurately on the digital checklist (tablet/phone/QR).
Take meter/gauge readings (energy, water, compressed air, temperature, pressure, level) per the Digital Round & Reading Checklist and flag out-of-values immediately to the shift/team leader.
Carry out the Facility Operation Checklist (daily/weekly/monthly) for building rooms and external areas; attach photo evidence for each abnormality.
Create and follow up defect/work requests in the CMMS/digital defect tag system and track them until closure.
Check data quality daily: missing rounds, duplicated or illogical readings, late submissions; report and correct them.
Consolidate round and checklist data into Excel/Power BI datasets; update dashboards for daily/weekly/monthly operation reports.
Maintain asset/QR tag information (asset code, location, checkpoints) and propose improvements to checklists and forms.
Support engineers in trend analysis and root-cause investigations by collecting readings, logs and photos.
Follow site safety rules, permit-to-work and LOTO requirements; never operate equipment without authorization.
Complete required documentation per company and client rules; join training and coaching sessions and report weekly progress.
DLP / WORK ORDER / SERVICE TICKET REQUEST (DIGITAL)
DLP (Defect Liability Period) tracking: log every defect found during rounds/checklists that falls under warranty, link it to the DLP number, and update status (open / contractor responded / re-test / closed) in the digital DLP log.
Prepare evidence packs for DLP/warranty meetings: photos, dates, readings, test results, contractor correspondence; follow up on agreed actions and deadlines.
Work orders: create, update and close digital work orders (reactive, PPM, DLP) in the CMMS/digital system with correct asset, location, priority, description, and photos.
Service ticket requests: receive client/occupant requests, classify and prioritize, assign to the right team, track SLA (response/resolution time) and confirm closure with the requester.
Monitor ageing and overdue tickets/work orders/DLP items daily; escalate to the shift leader/line manager; produce weekly backlog and SLA reports in Excel/Power BI.
Keep data clean: no duplicate tickets, correct status, closure notes and root-cause/category fields filled in for trend analysis.
REGULATED EQUIPMENT - INSPECTION & CALIBRATION (DIGITAL)
Strictly-regulated equipment (pressure vessels, boilers, lifting equipment/lifts, fire protection, electrical safety devices, etc.): maintain the digital register with asset ID, location, certificate no., inspection body, last date and interval.
Track inspection and calibration due dates; the system calculates next due date and days remaining; ensure email notifications are sent to responsible persons before expiry (e.g., 60/30/14/7 days) and when overdue.
Coordinate with engineers and the inspection/calibration provider to schedule work; upload certificates and reports to the digital record; update the next date immediately after completion.
Flag equipment with expired or missing certification and recommend it be tagged out of service until compliant; report the status weekly to the line manager.
Manage measuring instruments and test equipment (calibration status labels in-service/out-of-service, location, custodian).
DIGITAL WAREHOUSE & SPARE PARTS MANAGEMENT
Digital warehouse management: record goods receipt, issue, return and transfer of spare parts in the digital system with part code, quantity, work order/asset reference and requester.
Maintain the Master Spare Parts Register: part code, description, equipment served, bin location, UoM, min/max level, criticality, lead time and supplier.
Monitor stock levels; flag items below minimum and propose reorder quantities; send low-stock/out-of-stock alerts to the engineer and procurement.
Perform cycle counts and annual stock-takes using QR/barcode; investigate variances and correct records; keep 5S and labelling in the store.
Analyze usage trends (consumption, slow-moving, critical spares with zero stock) and report monthly in Excel/Power BI.
EXPECTED DELIVERABLES (indicative, adjust per site)
Digital Round & Reading Checklist - completion ≥ 98% on schedule; data accuracy verified weekly..
Facility Operation Checklist - all abnormalities logged with photo and defect number within the same shift.
Weekly operation data pack (Excel/Power BI) delivered to the line manager.
DLP log, work order and service ticket backlog/SLA report updated weekly; 100% tickets with complete data fields.
Regulated-equipment register: 100% assets with valid certificate or an approved action plan; zero overdue without escalation.
Spare parts register and stock data accurate (cycle-count accuracy ≥ 98%); low-stock alerts issued on time.