Facilities Systems Lead

Whitehouse Station, New Jersey, United States

The Facilities Systems Lead is responsible for the strategic administration, optimization, governance, and continuous improvement of facilities technology systems supporting the QC campus. This role serves as the functional owner of core facilities platforms used to manage maintenance operations, service requests, preventive maintenance programs, security access systems, CCTV infrastructure, asset records, vendor performance data, and operational reporting.

The position is accountable for ensuring facilities systems are accurate, reliable, scalable, and aligned with business requirements. The role designs workflows, reporting structures, controls, dashboards, and system standards that improve visibility, accountability, service performance, and decision-making across campus operations. This role works closely with Facilities Operations, IT, Security, HR, Finance, and third-party vendors to support integrated service delivery while building the systems foundation for future enterprise-wide facilities standardization.

Responsibilities

1. Facilities Systems Ownership & Governance

• Serve as primary administrator for facilities systems platforms supporting QC campus operations.
• Maintain platform configuration, user roles, permissions, data standards, workflows, and controls.
• Ensure continuity, reliability, and usability of all assigned systems.
• Develop governance processes that improve accountability and reporting consistency.

2. CMMS / Work Order Platform Administration

• Lead FMX or equivalent system administration including ticket intake, dispatch logic, approvals, prioritization, escalation paths, and closeout standards.
• Maintain preventive maintenance schedules, recurring task automation, labor coding, and asset linkage.
• Improve service request visibility and end-user experience.
• Monitor backlog health, response times, completion trends, and workflow bottlenecks.

3. Access Control / CCTV Systems Management

• Coordinate badge access systems, permissions, cardholder data, schedules, and access requests.
• Support CCTV system functionality, vendor maintenance, camera issue resolution, and record retention processes.
• Partner with Security, IT, and leadership regarding access changes and risk controls.

4. Data Analytics / KPI Reporting

• Develop dashboards and recurring metrics for service levels, work order performance, PM completion, spend trends, vendor responsiveness, and operational demand.
• Convert system data into actionable recommendations for leadership.
• Support forecasting and resource planning using trend analysis.

5. Asset Management & Lifecycle Data

• Maintain facility asset records including equipment inventories, service histories, warranties, maintenance plans, and replacement timing.
• Improve lifecycle planning through accurate data and reporting discipline.

6. Vendor Management / Technical Integrations

• Coordinate software providers, badge vendors, CCTV integrators, low-voltage contractors, and technical support partners.
• Track performance, issue resolution, upgrades, implementation schedules, and contract obligations.

7. Process Improvement & Workflow Automation

• Redesign inefficient manual processes through digital workflows, forms, approvals, notifications, and automated reporting.
• Improve technician productivity and administrative efficiency through better systems design.

8. Compliance, Controls & Audit Readiness

• Maintain records, access logs, asset controls, maintenance history, and system documentation supporting internal standards.
• Support audits, investigations, and management reporting requests.

9. Strategic Growth & Enterprise Scalability

• Design systems architecture and operating standards capable of expanding beyond QC campus.
• Support future…