CAFM Operator

Job Purpose

This role is responsible for overseeing the administration, data accuracy, and performance analysis of the Computer-Aided Facility Management (CAFM) platform across all operational sites. The objective is to ensure that maintenance, asset tracking, and performance reporting processes are effectively managed through digital systems, aligning with organizational objectives, contract key performance indicators (KPIs), and regulatory compliance.

Job Responsibilities

• Manage the creation and administration of all on-demand and purchase orders (POs) within the CAFM system.
• Oversee the creation and management of all Annual Maintenance Contract (AMC) work orders and POs in CAFM.
• Maintain and update inventory levels and store status within the CAFM system.
• Liaise with Facilities Managers, FM Engineers, and Technicians to provide updates on task progress.
• Maintain comprehensive records and databases, including details of services rendered and supplier information.
• Log all incoming calls and job requests received through the CAFM application.
• Generate Purchase Requisitions (PRs) in the ERP system concurrently with PO creation in CAFM.
• Ensure the completion of Goods Receipt Notes (GRN) and payments by updating CAFM PO details.
• Verify that tasks, including Planned Preventive Maintenance (PPM), reactive, and corrective maintenance, are updated in the CAFM/ERP system to meet Service Level Agreements (SLAs) and KPIs.
• Provide general administrative support to Operations department staff, such as managing gate passes, leave applications, and timesheets.
• Act as a primary contact for contractors, receiving invoices, service reports, and other submissions for Line Manager approval.
• Record and log requests, complaints, and concerns in CAFM for review and action by the Line Manager.
• Prepare periodic activity trackers as requested by management.
• Address customer inquiries, requests, and complaints courteously and efficiently via phone or in person.
• Administer and manage the CAFM system, ensuring accurate asset registration, scheduling of preventive maintenance, and tracking of reactive work orders.
• Lead the configuration and deployment of CAFM modules for various facility management disciplines, including hard services, soft services, and specialized services.
• Develop standardized reporting formats for operational dashboards and KPIs, focusing on SLA adherence, backlog analysis, and technician productivity.
• Deliver system training to FM staff, contractors, and helpdesk personnel to ensure consistent application of CAFM workflows and protocols.
• Collaborate with IT and ERP teams to integrate the CAFM system with procurement, HR, and inventory management modules.
• Conduct regular data audits and validation checks to ensure the integrity, completeness, and compliance of asset and service records.
• Assist FM Management in analyzing CAFM-generated data for performance evaluations, budgeting, and service re-tendering processes.
• Undertake other duties as assigned by the Line Manager or Reporting Manager.

Job Requirements

A minimum of a Bachelor's Degree or Diploma in any field is required, with relevant experience being advantageous. A minimum of two years of experience with CAFM/ERP systems is necessary, along with at least two years of administrative experience. Prior experience within the Facility Management industry is preferred. Proficiency in MS Office and familiarity with CAFM systems (specifically FSI Concept Evolution) and ERP systems are essential. A strong understanding of facility management duties and administrative tasks is required. Fluency in Arabic is a desirable asset.