CAFM Operator

Job Overview

The CAFM Operator is responsible for overseeing the administration, data accuracy, and performance analysis of the Computer-Aided Facility Management (CAFM) system across all sites. This position ensures digital enablement of maintenance, asset tracking, and reporting processes are consistent with organizational objectives, contractual KPIs, and compliance requirements.

Key Responsibilities

• Generate and manage on-demand work orders and purchase orders within the CAFM system.
• Handle all AMC (Annual Maintenance Contract) related work orders and purchase orders.
• Maintain and update inventory status for CAFM-managed stores.
• Liaise with Facilities Managers, Engineers, and Technicians about ongoing task statuses.
• Keep comprehensive records and databases including services rendered and approved suppliers.
• Log calls and jobs through CAFM applications as received.
• Raise purchase requisitions in ERP systems to correspond with CAFM purchase orders.
• Update CAFM purchase order details to support the generation of GRNs and payments.
• Track task progress in CAFM/ERP systems according to predefined SLAs and KPIs across preventive, reactive, and corrective maintenance.
• Offer administrative assistance to Operations personnel such as managing gate passes, leave applications, timesheets, and correspondence.
• Serve as primary contact for contractors relating to invoice processing, service reports, and related documentation requiring approval from Line Manager.
• Record and report requests, complaints, and concerns submitted through CAFM for managerial review and action.
• Produce periodic activity tracking reports as requested by management.
• Respond professionally and promptly to various customer inquiries via phone or in person.
• Oversee CAFM system functionality including asset registration, preventive maintenance scheduling, and monitoring reactive work orders.
• Lead CAFM module configuration and rollout within different FM disciplines including hard services, soft services, and specialized services.
• Design standardized operational reporting dashboards showcasing SLA compliance, backlog metrics, and technician productivity KPIs.
• Conduct training sessions for FM staff, contractors, and helpdesk teams to ensure proper and standardized use of CAFM processes.
• Collaborate with IT and ERP departments to integrate CAFM with procurement, HR, and inventory management systems.
• Perform regular data audits and validations ensuring accuracy, completeness, and compliance of asset and service records.
• Support Facility Management by analyzing CAFM-generated data to aid performance reviews, budget formulation, and service tendering.
• Carry out additional tasks as directed by the Line or Reporting Manager.

Qualifications and Experience

• Bachelor's Degree or Diploma in any field preferred.
• At least 2 years of professional experience using CAFM and ERP systems.
• Minimum 2 years of experience in an administrative role.
• Prior exposure to the Facility Management sector is advantageous.
• Proficiency with MS Office, CAFM software (preferably FSI Concept Evolution), and ERP is required.
• Strong understanding of facility management and related administrative duties.
• Arabic language skills are desirable.