Facilities Systems Administrator

Key Responsibilities

• System Administration: Administer and maintain the FM: Systems platform, including system configuration, user setup, permissions, workflows, forms, and module support.
• Platform Support: Provide day-to-day support for FM: Systems users, troubleshoot system issues, manage incidents, and resolve application defects or data problems in a timely manner.
• Configuration and Enhancement: Configure and optimize FM: Systems modules to support business processes such as space management, room reservations, move management, maintenance coordination, asset tracking, and workplace services.
• Data Management: Maintain high-quality facility and workplace data, including space, occupancy, floor plans, assets, locations, and employee assignments. Perform regular audits and validation to ensure data integrity.
• CAD / Floor Plan Coordination: Support the management of floor plans, drawings, and space data integrations with CAD or related drawing systems used within FM:Systems.
• Reporting and Analytics: Develop, maintain, and enhance dashboards, standard reports, ad hoc queries, and KPIs to support facilities and workplace decision-making.
• System Integration: Coordinate and support integrations between FM: Systems and other enterprise platforms such as HR systems, ERP systems, Active Directory, ticketing tools, building systems, and reporting platforms.
• Testing and Release Support: Support system upgrades, patches, configuration changes, and new feature rollouts through proper testing, documentation, and change control practices.
• Documentation and Training: Create and maintain system documentation, SOPs, training guides, and knowledge articles. Train end users and business stakeholders on FM:Systems functionality and best practices.
• Stakeholder Collaboration: Partner with Facilities Management, Corporate Real Estate, Workplace Experience, IT, and vendors to gather requirements, prioritize enhancements, and implement solutions.
• Governance and Compliance: Support system governance, security administration, audit readiness, and compliance with internal policies related to data management and access control.

Required Qualifications

• Bachelor’s degree in Information Systems, Facilities Management, Business Administration, Computer Science, or a related field, or equivalent practical experience.
• 2-3+ years of experience administering an IWMS, with direct hands-on expertise in the application FM:Systems.
• Experience configuring and supporting one or more FM:Systems functional areas such as space management, occupancy, move management, reservations, maintenance, or workplace services.
• Strong understanding of facilities management, corporate real estate, and workplace operations processes.
• Experience with system administration, user security, configuration, workflow support, and troubleshooting and push pull systems integrations of critically dependent software solutions.
• Experience working with data imports, exports, validation, and data quality management.
• Strong reporting skills, including experience with SQL, reporting tools, dashboards, or business intelligence platforms.
• Familiarity with CAD drawings, BIM, space data management, and floor plan coordination in relation to workplace systems.
• Experience supporting enterprise application integrations.
• Strong written and verbal communication skills, with the ability to work effectively across technical and business teams.
• Being flexible and able to manage the working hours based on priority projects taking place on site.
• Be available on site as the POC when vendors/ contractors are working on site for projects you are part of.
• Submit monthly Space Management report to the client
• Ability to benchmark and analyze scalable metrics across the portfolio.
• Support in the creation of presentations for highly visible projects for a wide range audience containing but not limited to block/stacking plans, workplace standards, agile work environments and complex project phasing.

Key Skills

• Use of the Application, FM:Systems in an administrative capacity or comparable IWMS software
• SC Logic software integration
• SFTP and file integration management
• IWMS platform support
• Space and occupancy management
• Applying and maintaining space types, space specifications and standards
• Facilities and workplace process knowledge
• Reporting and analytics
• Data governance and data quality
• System integration
• User training and stakeholder support
• Troubleshooting and issue resolution
• Documentation and change management