Cafm Systems Administrator

Paretofm; England; On-site; GBP 42,000 - 56,000; Full time

Job summary

Paretofm is seeking an experienced CAFM Systems Administrator to manage day-to-day CAFM platforms, including simPRO and Infraspeak, ensuring data quality and process alignment with maintenance, compliance and asset management needs.

You will own user management, data governance, and reporting while supporting API integrations, dashboards and user training across the business. The role is predominantly remote with occasional travel.

Qualifications

• Experience administering CAFM/CMMS systems (CAFM/CMMS or Facilities Management)
• Strong understanding of planned and reactive facilities maintenance
• Strong Excel skills (formulas, lookups, PivotTables, data analysis)
• Attention to detail and data accuracy
• Strong analytical and problem-solving skills
• Experience managing large volumes of system data
• Strong communication skills for technical and non-technical users
• Ability to prioritise workloads and meet deadlines

Responsibilities

• Administer CAFM platforms incl. users, permissions, workflows, sites, buildings, assets, suppliers and service categories
• Ensure configuration reflects operational processes and contractual requirements
• Maintain master data and data quality; manage user accounts
• Manage SLA rules, response times and completion targets
• Create/maintain Planned Preventative Maintenance (PPM) schedules
• Configure statutory, mandatory and contractual maintenance activities
• Maintain CAFM asset register including additions/removals/transfers
• Support system updates, enhancements and configuration changes
• Investigate issues and coordinate with software providers or IT
• Document system procedures and user guides
• Conduct regular data audits and cleansing
• Develop dashboards and reporting for compliance, SLA, asset performance and spend
• Support API integrations and data feeds between CAFM and other systems
• Provide user support and training to different user levels
• Promote consistent CAFM usage across teams
• Identify recurring issues and suggest improvements
• Contribute to CAFM mobilisation or implementation projects
• Assist on system upgrades and workflow optimisations
• Help translate business requirements into practical system solutions

Job description

CAFM Systems Administrator

Remote | Occasional Travel | 40 Hours per Week

We’re looking for an experienced CAFM Systems Administrator to take responsibility for the day-to-day administration, maintenance and continuous improvement of our CAFM systems, including simPRO and Infraspeak.

This is a key role within our Facilities Management operation, ensuring our systems provide accurate and reliable information across planned and reactive maintenance, statutory compliance, asset management, SLAs, reporting and customer requirements.

You’ll work closely with operational, commercial and client teams, supporting users across the business while identifying opportunities to improve processes, automation, reporting and data quality.

What you'll be doing

You'll take ownership of the day-to-day administration and performance of our CAFM platforms, including:

• Administering users, permissions, workflows, sites, buildings, assets, suppliers and service categories

• Ensuring system configuration reflects operational processes and contractual requirements

• Maintaining accurate master data and high standards of data quality

• Creating, amending and deactivating user accounts

• Managing SLA rules, response times and completion targets

• Creating and maintaining Planned Preventative Maintenance (PPM) schedules

• Ensuring statutory, mandatory and contractual maintenance activities are correctly configured

• Maintaining the CAFM asset register, including asset additions, removals, transfers and changes

• Supporting system updates, enhancements and configuration changes

• Investigating system issues and working with software providers or internal IT teams to resolve them

• Maintaining system documentation, user guides and standard operating procedures

• Carrying out regular data audits and cleansing activities

Data, reporting & integrations

Data will be an important part of the role.

You'll develop and maintain dashboards and reporting covering areas including:

• Statutory compliance

• SLA performance

• Asset performance

• Spend and cost trends

You'll analyse data to identify trends, recurring issues and opportunities for improvement, while helping establish consistent data-quality standards across our CAFM platforms.

You'll also support API integrations, automated data feeds and connections between CAFM and other business systems.

User support & training

You'll act as a key point of contact for CAFM users across the business and manage the shared CAFM Support inbox.

This will include:

• Providing day-to-day guidance and troubleshooting

• Supporting users with different levels of technical experience

• Delivering training to new and existing users

• Developing user guides and quick-reference materials

• Promoting consistent use of CAFM systems across operational teams

• Identifying recurring user issues and recommending system or process improvements

Continuous improvement

We don't just want someone to maintain the systems – we're looking for someone who can help us make them better.

You'll work with operational teams to understand their requirements and translate them into practical system solutions.

You'll support new client and site mobilisations, test new functionality and system upgrades, and identify opportunities to improve workflows, automation, reporting, user experience and data quality.

What we're looking for

Essential:

• Previous experience administering or working extensively with a CAFM, CMMS or Facilities Management system

• Strong understanding of planned and reactive facilities maintenance

• Strong Excel skills, including formulas, lookups, PivotTables and data analysis

• Excellent attention to detail and commitment to data accuracy

• Strong analytical and problem-solving skills

• Experience managing large volumes of system data

• Strong communication skills and the ability to support both technical and non-technical users

• Ability to prioritise workloads and manage competing deadlines

Desirable:

• Experience using simPRO, Infraspeak or another CAFM platform

• Experience with Power BI or another business intelligence platform

• Knowledge of UK Facilities Management statutory compliance requirements

• Experience supporting CAFM mobilisation or implementation projects

• Understanding of APIs, system integrations and automated data feeds

Why join us?

This is an opportunity to take real ownership of systems that sit at the heart of our Facilities Management operation.

You'll have the chance to influence how our CAFM platforms develop, improve the way our teams work and help us get more value from our operational data.

The role is predominantly remote, with occasional travel when required to support the business, users, clients or system projects.

If you're an experienced CAFM professional who enjoys combining systems, data, Facilities Management and continuous improvement, we'd love to hear from you.

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