Job Description
Data Management and Reporting Maintain and manage comprehensive databases related to facilities management operations including maintenance schedules, work orders, asset registers, vendor performance, and service delivery metrics. Generate daily, weekly, and monthly MIS reports for internal teams and client stakeholders. Ensure data accuracy, completeness, and timeliness across all reporting systems.
Dashboard Development and Maintenance Design, develop, and maintain interactive dashboards and scorecards that provide real-time visibility into key performance indicators (KPIs). Create visual representations of operational data using charts, graphs, and trend analysis. Customize dashboards based on client requirements and management needs.
Performance Analytics Analyze facilities management performance data including work order completion rates, response times, preventive maintenance compliance, equipment uptime, and cost efficiency metrics. Identify trends, patterns, and anomalies that require management attention. Provide data-driven insights that support operational improvements and strategic planning.
CMMS/CAFM System Support Operate and maintain Computerized Maintenance Management Systems (CMMS) or Computer-Aided Facility Management (CAFM) platforms. Extract data, generate reports, and ensure system integrity. Support user training and troubleshooting for facilities management software applications.
Client Reporting Prepare comprehensive client-facing reports and presentations that demonstrate service delivery performance, SLA compliance, cost savings, and value delivered. Customize reporting formats to meet specific client requirements and contractual obligations. Support monthly business reviews and governance meetings with data insights.
Budget and Cost Tracking Monitor and report on facilities management budgets, expenses, and cost variances. Track vendor invoices, purchase orders, and payment cycles. Generate financial reports that support budget planning and cost optimization initiatives.
Data Quality Assurance Implement data validation processes to ensure accuracy and consistency across all information systems. Conduct regular audits of data entries and correct discrepancies. Establish data governance standards and best practices for the facilities management team.
Process Documentation Create and maintain standard operating procedures (SOPs) for data collection, report generation, and MIS processes. Document reporting templates, formulas, and methodologies to ensure consistency and knowledge transfer.
Ad-hoc Analysis and Special Projects Respond to management requests for custom reports and data analysis. Support project teams with data collection and reporting for initiatives such as sustainability programs, space optimization, or technology implementations. Contribute to continuous improvement initiatives through data-driven recommendations.
System Integration Support Coordinate with IT teams to ensure seamless data flow between various systems including CMMS, ERP, billing platforms, and client portals. Support system upgrades, migrations, and integration projects.
Qualifications
Required:
Bachelor's degree in Computer Science, Information Technology, Business Administration, Statistics, or related field
2-4 years of experience in MIS, data analysis, or reporting roles, preferably in facilities management, real estate, or service industries
Advanced proficiency in Microsoft Excel including pivot tables, VLOOKUP, macros, and complex formulas
Strong knowledge of Microsoft PowerPoint for creating professional presentations
Experience with data visualization and dashboard tools (Power BI, Tableau, or similar)
Working knowledge of CMMS or CAFM systems (such as IBM Maximo, SAP, Archibus, or similar platforms)
Strong analytical and problem-solving skills with attention to detail
Excellent understanding of KPIs and performance metrics in facility management operations
Preferred:
Experience with SQL for database queries and data extraction
Knowledge of facility management operations including maintenance, housekeeping, and technical services
Familiarity with ERP systems and integration processes
Experience in client-facing reporting and presentation
Understanding of service level agreements (SLAs) and compliance tracking
Background in process improvement methodologies (Lean, Six Sigma)
Certification in data analytics or business intelligence tools
Technical Skills
Microsoft Office Suite: Advanced Excel, PowerPoint, Word, Access
Data Visualization: Power BI, Tableau, or equivalent platforms
Database Management: MS Access, SQL Server, or similar databases
CMMS/CAFM Systems: Experience with industry-standard platforms
Reporting Tools: Crystal Reports, SSRS, or similar
Collaboration Platforms: SharePoint, Microsoft Teams
Basic Programming: VBA, Python, or R (preferred but not required)
Core Competencies
Strong analytical thinking with ability to interpret complex data sets
Excellent attention to detail and commitment to data accuracy
Effective communication skills with ability to present data insights to non-technical audiences
Proactive approach to identifying improvement opportunities through data analysis
Time management skills with ability to handle multiple reporting deadlines
Team collaboration and stakeholder engagement capabilities
Problem-solving mindset with focus on practical solutions
Adaptability to changing priorities and client requirements
Process-oriented with commitment to standardization and efficiency
Work Environment
This position operates primarily in an office environment with standard business hours. The role requires regular computer use and may involve occasional site visits to facility management locations. Some flexibility in working hours may be required during month-end or client reporting cycles.
