Computer Aided Facility Management Senior Specialist

Financial Job Dimensions

Degree of supervision

Close Supervision over Operation activities

Level of Authority

Low over-operation activities

Purpose of the Job

The CAFM System Administrator will be responsible for the efficient operation and maintenance of the Computer-Aided Facilities Management (CAFM) system managed by the facility management and utilized by the service provider. This role involves collaborating with the operation team to ensure seamless functionality of the CAFM system, managing user accounts, updating system data, and providing technical support. The administrator will also be tasked with generating performance reports, verifying data accuracy, and resolving system issues in a timely manner

Key Accountabilities: Description

Submit daily reports on performance trends and pending work orders to relevant stakeholders as identified by Facility Management team.

Verify CAFM data accuracy including materials used, asset codes, costs, etc., and manage corrections with service providers on a weekly basis.

Prepare monthly reports on service provider performance for Business Units (BUs).

Update system data including adding new assets, facilities, PPM schedules, work orders, contracts, service providers, technicians' user accounts and Live Dashboard data and Functionality.

Submit data from invoices and reports for Freon and Fire Extinguishers, preparing monthly reports for each.

Key Accountabilities: Performance Indicators

Daily

Weekly

Monthly

Weekly

Monthly

Major Activities

Manage and resolve CAFM workflow and FSI GO issues with the FSI support team, IT, and service providers.

Address any issues with the CAFM system promptly and follow up on pending problems based on FM needs.

Monitor and control all Planned Preventative Maintenance (PPM) and corrective tasks within the CAFM system.

Collaborate with the Operation Team to address user login issues and ensure smooth operation of the CAFM system.

Collecting in general the data from Documents (Reports, Invoices,.etc), CAFM system and gather requirements from the team internally.

Creating visualizations of data in form of reports, dashboards, analyze data and draw valuable insights for FM Activities.

Liaise with the service providers for the updated plan for preventive and corrective maintenance activities to the various facilities.

Prepare and maintain a consolidated daily, weekly, and monthly backup copy of data for the planned preventive and corrective maintenance activities carried out to be submitted regularly to the FM team.

Performing analysis to assess quality of data by reviewing reports and performance indicators.

Continuous development of reports and dashboards on various visualization programs.

Working alongside teams within the department or the management team to establish business needs.

Analyzing data comparing with benchmark so that service provider performance can be assessed and compared over periods of time.

Verify the "Live Dashboard" data and rectify any issues to ensure the accuracy of the information for all stakeholders to take important decisions based on various facts and trends.

Job Context

• The job has a direct impact over ensuring the efficient operation of the CAFM system.
• The job holder has direct impact over the quality and accuracy of the data within the CAFM system,

Framework, Boundaries & Decision Making Authority

• The job holder has the freedom to select appropriate methods and procedures for updating the CAFM system data from the available methods provided by the system vendor either by bulk or individually but to be within the target date.
• The job holder has the freedom to update, review and develop reports to ensure accurate and efficient operations.
• The job holder has the authority to approve/decline service providers reports that affect decision-making and overall operations processes in facility management.

Organizational / Functional Strategic Focus

• The job holder has a crucial strategic role in following facility management SOP, Strategy, Operation team directions and workflows to ensure optimal functionality and performance of the managed facilities.
• The job has a crucial supporting role in ensuring the alignment of CAFM operations with the FM department objectives.
• The job holder has a strategic role in facilitating continuous improvement within the facility management through providing the data that support decision-making

Minimum Qualifications

Bachelor’s degree in Management Information Systems

Minimum Experience

At least 3-5 years of proven experience as a CAFM System Administrator or similar role.

Job-Specific Skills

• Proficiency in CAFM software (FSI Concept Evolution) and understanding of facility management processes.
• Strong analytical and problem-solving skills with the ability to troubleshoot technical issues.
• Excellent communication and interpersonal skills for interacting with clients, stakeholders, and technical support teams.
• Attention to detail and ability to manage multiple tasks efficiently.
• Familiarity with data analysis and reporting tools.
• Excellent knowledge with Microsoft Power BI and MS Office package software.

Languages

Arabic and English Speaker

Special Certifications / Membership

FSI Concept Evolution Training Certificate

Competencies