Cafm coordinator Job at JLL (London)

Job Description

The CAFM & Compliance Administrator is responsible for managing and maintaining Computer-Aided Facility Management (CAFM) systems while ensuring compliance with regulatory requirements, building standards, and organizational policies.

Job Responsibility

Monitor and utilize CAFM software platforms to ensure optimal system performance and data integrity
Generate regular reports and dashboards for facility performance metrics, maintenance schedules, and space utilization
Review asset databases for accuracy and completeness, escalating discrepancies to the Corrigo Platform Analyst (CPA)
Work closely with the CPA to coordinate system updates, patches, and integrations with other facility management tools
Collaborate with the CPA on system configuration requirements and workflow optimization needs
Provide user support and training to facility management staff on system functionality and processes
Monitor system performance and report technical issues to the CPA for resolution
Monitor and ensure adherence to health and safety regulations, building codes, and industry standards
Maintain compliance documentation and certificates for fire safety, electrical systems, HVAC, and other critical building systems
Schedule and track mandatory inspections, testing, and certification renewals
Coordinate with external vendors and regulatory bodies for compliance assessments and audits
Develop and maintain compliance checklists and standard operating procedures
Prepare compliance reports for management and regulatory authorities
Monitor and evaluate Technical Service Manager (TSM) performance across multiple shifts and locations
Review shift reports, incident logs, and performance metrics to ensure operational standards are maintained
Track key performance indicators (KPIs) for shift operations including response times, completion rates, and client satisfaction
Coordinate shift handovers and ensure continuity of service across all operational periods
Escalate performance issues to appropriate line management when standards are not met
Report on TSM performance trends and operational metrics to management
Provide backup support for contract administration functions during planned absences and sickness coverage
Maintain continuity of contract-related activities including vendor coordination, service level monitoring, and contract compliance
Handle urgent contract matters and escalations in the absence of primary contract support personnel
Ensure seamless service delivery and client communication during coverage periods
Support contract documentation and administrative processes as required
Ensure accurate data entry and maintenance within CAFM systems
Analyze facility performance data to identify trends and improvement opportunities
Create custom reports for stakeholders, including cost analysis, performance metrics, compliance status, and TSM performance summaries
Maintain document control systems for technical drawings, warranties, and compliance certificates
Support budget planning with data-driven insights and forecasting
Produce shift performance reports and trend analysis for management review
Coordinate with facility teams, vendors, and contractors for maintenance activities
Manage work order processes and ensure proper documentation
Support procurement activities for facility-related services and equipment
Assist with space planning and occupancy management initiatives
Maintain vendor databases and service agreements
Schedule and coordinate TSM meetings and performance review sessions

Requirements

Bachelor's degree in Facilities Management, Engineering, Business Administration, or related field
3-4 years of experience in facility management, compliance, or CAFM system administration
Experience with CAFM software platforms (e.g., Archibus, IBM TRIRIGA, Planon, or similar)
Previous experience in performance monitoring or oversight roles, preferably in technical service environments
Knowledge of contract administration and vendor management processes
Proficiency in CAFM software usage and reporting capabilities
Strong knowledge of building systems and facility management principles
Understanding of health and safety regulations and compliance requirements
Advanced Microsoft Office skills, particularly Excel for data analysis
Database management and reporting capabilities
Performance monitoring and evaluation skills
Contract management and administrative skills
Strong attention to detail and organizational skills
Excellent analytical and problem-solving abilities
Effective communication skills with technical and non-technical stakeholders
Monitoring and oversight capabilities
Ability to manage multiple priorities and meet deadlines
Understanding of project management principles
Performance assessment and reporting skills
Flexibility and adaptability to cover diverse responsibilities

Nice to have

Professional certification in facility management (e.g., FMP, CFM)
Knowledge of building automation systems and IoT technologies
Experience with regulatory frameworks such as OSHA, EPA, or local building codes
Background in data analytics or business intelligence tools
Experience in commercial real estate or corporate facility management
Performance monitoring certification or training
Contract management certification or experience

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Cafm coordinator

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