Hard Services Planner

Overview

The CAFM System Coordinator role reports directly to the Hard Services Manager. This key position supports facility management through the utilisation of CAFM software, data management, and administrative support to optimise building performance and enhance occupant experience. The role supports the wider team and ensures we deliver our contractual obligations. The main duty of this role is to provide administration support to the Operations team and help them fulfil our contract obligations to our clients.

Your responsibilities will include collaborating closely with the internal team and the client’s team to arrange and schedule Planned Preventive Maintenance (PPM) and reactive tasks, raise quotes, update trackers, manage the Client and JLL CAFM system keeping jobs updated and complete within SLA’s. You will generate reports and analytical data for monthly management reporting, as well as attend site meetings with clients as required.

• Understand, anticipate and delivery customer (internal and external) needs while building effective relationships.
• CAFM System Management, Operate CAFM software platforms, maintain facility data.
• Schedule PPM & Reactive works to the site engineering team.
• Chase engineers to close out tasks so that we don’t breach SLAs.
• Work Order & Maintenance Support, Process and track work orders, Coordinate with maintenance teams and vendors, maintain maintenance schedules.
• Attend weekly operations meetings, client meetings as requested within a professional, effective manner.
• Consistently liaise with any users who have ongoing problems to resolve in a timely manner and explain to the user the reason for delays (i.e. parts on order, out of hours work, etc.)
• Ensuring that contractors are booked in advance as per PPM schedule and updating the engineering calendar with all relevant information.
• Updating and uploading information to the client’s systems as required in a timely manner.
• A point of contact for helpdesk and allocations desk to resolve or assist with any CAFM updates.
• General filing and organisation of work area.
• Carry out other general administration duties as required from time to time.
• Carry out any other reasonable instruction from the line manager, their line managers or member of the senior management team.
• Taking ownership of the client’s needs, good communications with the customer to build a stable relationship.

• 1-3 years relevant experience
• CAFM/IWMS software experience preferred
• SAP CAFM system training
• Proficiency in Microsoft Office Suite.
• Strong attention to detail
• Organizational and time management skills.
• Independent and team player

The above is a guideline to the role and is not intended to be fully inclusive or exclusive of the duties required. At times it may be requested additional tasks/responsibilities are undertaken.