CAFM Coordinator at JLL

Position Overview

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.

Key Responsibilities

CAFM System Management

• 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

Compliance Management

• 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

TSM and Shift Performance Oversight

• 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

Contract Support Coverage

• 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

Data Management & Reporting

• 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

Administrative Support

• 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

Required Qualifications

Education & Experience

• 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

Technical Skills:

• 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

Core Competencies:

• 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

Preferred Qualifications

• 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