System Management and Optimization:

1. CAFM System Administration:

• Oversee the configuration, maintenance, and optimization of the CAFM system to ensure it meets the organization’s needs for asset tracking, work orders, maintenance scheduling, and other facilities management functions.
• Monitor system performance, ensuring minimal downtime and optimal functionality.
• Conduct regular system audits to ensure the accuracy and integrity of facility data.
• Implement updates, patches, and new system features to enhance system performance and user experience.

1. Process Improvement:

• Identify areas for improvement in the CAFM system’s functionality and workflow to enhance operational efficiency.
• Work with relevant stakeholders to design and implement new features or modifications to the CAFM system.
• Optimize the use of CAFM tools for preventive maintenance, asset management, energy management, and space utilization.

Team Leadership and Collaboration:

1. Team Management:

• Lead a team of CAFM operators, helpdesk staff, and technicians, providing guidance, support, and training to ensure the smooth operation of the system.
• Assign tasks, monitor team performance, and conduct regular performance evaluations.
• Foster a collaborative and high-performance team culture, encouraging continuous learning and improvement.

1. Cross-Functional Collaboration:

• Collaborate with IT, facilities management, and other relevant departments to ensure the effective integration of the CAFM system with other operational systems (e.g., ERP, BIM).
• Work closely with external vendors and service providers for software updates, customizations, and troubleshooting.
• Ensure that the CAFM system aligns with organizational goals and supports the overall facilities management strategy.

User Training and Support:

1. User Training:

• Develop and deliver comprehensive training programs for new users of the CAFM system, ensuring they are proficient in its use for tasks like asset management, preventive maintenance, and reporting.
• Conduct refresher training for existing users to improve system usage and resolve any common issues or misunderstandings.
• Create and maintain user manuals, guides, and FAQs to support system users.

1. Technical Support:

• Provide advanced technical support for complex issues, coordinating with IT teams and external vendors as needed.
• Assist users with troubleshooting and resolving issues related to the CAFM system, ensuring minimal disruption to operations.
• Manage the CAFM helpdesk support process, ensuring timely response and resolution to user queries.

Reporting and Data Analysis:

1. Reporting and Analytics:

• Develop and generate reports on key facilities management metrics, such as asset performance, maintenance schedules, energy consumption, and space utilization.
• Analyze data to identify trends, inefficiencies, and areas for improvement in facility operations.
• Present findings and recommendations to senior management for decision-making.

1. Data Management:

• Ensure the CAFM system contains accurate, up-to-date facility data, including asset information, maintenance schedules, and space layouts.
• Oversee data entry and ensure compliance with data quality standards.
• Manage system backups and disaster recovery processes to safeguard critical facility data.

Budgeting and Cost Control:

1. Budget Management:

• Develop and manage the CAFM system’s budget, ensuring that resources are allocated effectively for software maintenance, upgrades, training, and other system-related needs.
• Monitor expenses and work to optimize costs associated with the CAFM system.

1. Cost Optimization:

• Identify opportunities to reduce costs through better resource utilization, process improvements, or system efficiencies.
• Recommend cost-saving initiatives that align with organizational goals while maintaining system performance.

Compliance and Best Practices:

1. Compliance and Standards:

• Ensure that the CAFM system complies with relevant industry standards, regulations, and best practices, including environmental, health, and safety regulations.
• Promote adherence to the organization’s facilities management policies and procedures through the effective use of the CAFM system.

1. Best Practices:

• Stay current on trends and developments in the CAFM industry, ensuring the organization benefits from the latest technologies and methodologies.
• Implement best practices for facilities management software, data management, and operational processes.

Skills

Education and Experience:

• Bachelor’s Degree in Facilities Management, Information Technology, Engineering, Business Administration, or a related field (required).
• Bachelor Degree with 7+ experience
• ience in facilities management, IT support, or related fields, with at least 2-3 years in a managerial role overseeing CAFM systems.
• Experience working with major CAFM software platforms (e.g., Archibus, Maximo, Planon, FM:Systems).
• Strong understanding of facilities management processes, including maintenance, asset management, space management, and energy management.

Skills:

• Leadership: Proven ability to lead and manage teams effectively, with strong mentoring and coaching skills.
• Technical Expertise: In-depth knowledge of CAFM software, its features, and integration with other systems.
• Analytical Thinking: Ability to analyze data, identify trends, and make data-driven decisions to improve facilities operations.
• Problem-Solving: Strong troubleshooting and problem-solving skills to address user and system issues.
• Project Management: Ability to manage CAFM-related projects, including system upgrades, integrations, and training programs.
• Communication: Excellent communication skills to interact with users, senior management, IT teams, and external vendors.
• Customer Service: Ability to provide exceptional support to users and stakeholders, ensuring satisfaction with the CAFM system.

Technical Skills:

• Software Management: Advanced proficiency with CAFM and CMMS software platforms.
• Data Analysis: Familiarity with data analysis tools and reporting software.
• Database Management: Experience with database management and maintaining system integrity.
• IT Support: Knowledge of IT systems and the ability to collaborate with IT teams for troubleshooting and system upgrades.

Working Conditions:

• Full-time position, with standard office hours (typically 40 hours per week). Flexible hours may be required based on operational needs and project timelines.
• Occasional travel may be required for site visits, training, or vendor meetings.
• The position may involve both office work and on-site visits to facilities to ensure the system is being used effectively and to gather feedback from users.