Hard Services Planner

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.

• Collaborate 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.
• Generate reports and analytical data for monthly management reporting.
• Attend site meetings with clients as required.
• Understand, anticipate and deliver customer (internal and external) needs while building effective relationships.
• Operate CAFM software platforms and maintain facility data.
• Schedule PPM & Reactive works to the site engineering team.
• Chase engineers to close out tasks to avoid breaching SLAs.
• Process and track work orders, coordinate with maintenance teams and vendors, maintain maintenance schedules.
• Attend weekly operations meetings and client meetings as requested in a professional manner.
• Liaise with users who have ongoing problems to resolve them in a timely manner.
• Ensure contractors are booked in advance as per PPM schedule and update the engineering calendar with all relevant information.
• Update and upload information to the client’s systems as required in a timely manner.
• Act as 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.
• Take ownership of the client’s needs and maintain 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 that additional tasks/responsibilities are undertaken.