Facilities Management Administrator

We are seeking a technically competent and detail-oriented FM Administrator to join our Facilities Management team. The successful candidate will play a key role in supporting day-to-day FM operations, maintaining system records, coordinating maintenance activities, and ensuring compliance with service level agreements. This position requires hands-on experience with IBM Maximo Application Suite and a solid understanding of FM processes.

Key Responsibilities

CAFM & System Management

• Operate and manage the IBM Maximo Application Suite (MAS) for work order creation, tracking, and closure
• Adapt and learn new Computer-Aided Facilities Management (CAFM) systems as required by the organization
• Maintain accurate records of assets, maintenance histories, and FM activities within the system
• Generate and manage work orders, preventive maintenance schedules, and reactive tasks in the CAFM platform

Procurement & Financial Administration

• Raise Purchase Requisitions (PR) in line with organizational procurement policies
• Process and track Purchase Orders (PO) from initiation through to closure
• Liaise with procurement and finance teams to ensure timely approvals and vendor payments
• Maintain records of procurement activities and support budget monitoring

KPI, SLA & Performance Monitoring

• Monitor and report on Key Performance Indicators (KPIs) in accordance with contractual requirements
• Ensure all services are delivered within agreed Service Level Agreements (SLAs)
• Track SLA breaches, near-misses, and corrective actions for continuous improvement
• Support the FM Manager in performance reviews and client reporting

Reporting & Documentation

• Prepare monthly operational reports using Microsoft Excel Pivot Tables for data analysis and visualization
• Compile and submit Incident Reports following established reporting protocols
• Prepare Technical Reports covering equipment status, maintenance findings, and corrective actions
• Maintain filing systems (physical and digital) for all FM-related documentation

Inventory Management

• Oversee and maintain stock control for spare parts, consumables, and FM supplies
• Conduct regular stock audits and reconcile inventory discrepancies
• Coordinate with the store and procurement teams to ensure adequate stock levels are maintained
• Update inventory records in the CAFM system accurately and in a timely manner

Manpower & Duty Roster

• Prepare and maintain manpower duty rosters for FM technicians and support staff
• Coordinate shift planning, leave schedules, and overtime requirements in consultation with the FM Manager
• Track attendance and maintain related records for payroll and reporting purposes

General FM Administration

• Serve as the first point of contact for administrative queries related to FM operations
• Support FM teams during planned and reactive maintenance activities with administrative assistance
• Coordinate with subcontractors and third-party vendors for scheduling and documentation
• Ensure all permits, licenses, and statutory documents are maintained and up to date

Qualifications & Experience

Education

• Bachelor’s Degree in Facilities Management, Engineering, Business Administration, or a related field

Experience

• Minimum 2–3 years of experience in a Facilities Management (FM) administrative role
• Proven experience working with IBM Maximo Application Suite (MAS) is mandatory
• Demonstrated understanding of FM operations, including hard and soft services

Technical Skills

• Strong proficiency in IBM Maximo Application Suite for CAFM operations
• Advanced Microsoft Excel skills including Pivot Tables, VLOOKUP, and data analysis
• Ability to prepare detailed incident reports and technical documentation
• Solid knowledge of procurement processes including PR and PO management
• Familiarity with KPI frameworks and SLA monitoring in an FM environment
• Competent in inventory management system