CAFM Coordinator/ CAFM administrator

Main Purpose
The CAFM & Compliance Scheduler will primarily be responsible for the administration of changes to the CAFM database. This will range from, but not be limited to updating, asset tables, location tables, resource tables, asbestos and H&S tables etc. The role will require coordination with required stakeholders to ensure approvals processes are followed to enable compliance and commercial price lists to be maintained. One of the key functions of this role is to ensure the CAFM processes are being followed and are auditable.
Responsibilities
* Daily monitoring and processing of shared mailbox requests.
* Processing of CAFM change forms to update tables in the CAFM system.
* Updating and maintaining change control records in trackers.
* Communicating with various stakeholders to obtain approvals / rejections, follow-ups and status updates.
* Improve scheduling to smooth work volumes and support sites with more efficient working / grouping of tasks.
* Review and monitor data tables in CAFM to ensure data accuracy and correct use.
* Update compliance records as required by the contract.
* Support Operations teams with training and guidance on the correct process and best practices with relation to the CAFM system.
* Support with updating of documentation relating to CAFM processes and training material.
* Coordinate ad-hoc requests with the Operations teams to obtain information required for CAFM updates and following changes in legislation or maintenance requirements in SFG20.
* Supporting internal / client calls when required
* Produce ad-hoc reports as required by the contract and wider business.
* Support ad-hoc projects that impact on CAFM and compliance.
* Ensures that building opening / closing processes are followed when first or last into the office.
Performance Indicators
* Ensure all mailbox requests begin processing within 48 hours of receipt (during core working hours, Monday-Friday).
* Changes are documented in trackers and emails references and stored to allow the full change process to be audited at any time.
* Follow up with key stakeholders as required to ensure backlogs of requests do not occur.
* Improved CAFM reporting as a result of better data quality.
* 360 feedback from key stakeholders (satisfaction surveys)
* Achievement of Internal and External Deadlines.
Relationships
External
* Client APOMs
* MOJ Projects Internal
* Site Managers
* Commercial Team
* Compliance
* Business Improvement Team
Key Skills
* Good literacy skills ensuring that CAFM updates of spelled and formatted correctly
* Good excel skills - Regular use of Lookups and Pivot Tables
* Process awareness - can follow and implement process
* Can interact well with various groups and stakeholders
* Good communication skills
* Problem-solving using initiative when dealing with complex queries
* Managing workload and prioritisation of tasks
* Carrying our instruction from Team Leader / Business Improvement (CAFM Manager)
Personal Profile
Behavioural competencies
* Can work both independently and as part of a team
* Good attention to detail to ensure that errors are kept to a minimum and any issues are identified and addressed satisfactorily
* Punctual - on time and presents themselves professionally and lead by example
* Curious and proactive in looking for issues to identify opportunities for improvement
* Open minded to new ways of working. Looks for solutions to problems
* Flexible and adaptive to support ad-hoc CAFM projects and requests as required
* A positive working attitude where issues and concerns are escalated to Line Management with the aim of maintaining a happy working environment for everybody
* Respectful of other team members within the office
* Supports office activity including but not limited to; intercom, support with contractors, logging of building facilities jobs
* Maintains a clean and tidy working environment supporting agile working / hot desking as required within the shared office space
* Ensure safe working practices are adhered to and any observed safety risks are reported.
What you'll get in return
Weekly pay and a 4-month contract that could be extended
What you need to do now
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