CAFM Operator / PPM Scheduler
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Key skills for this role
About the Role
Job Purpose To operate and maintain the CAFM system and manage PPM scheduling for the NYU Project by ensuring planned, reactive, and corrective work orders are accurately logged, assigned, tracked, updated, and closed within agreed SLAs and KPIs.
Key Skills for This Role
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Job Purpose
- To operate and maintain the CAFM system and manage PPM scheduling for the NYU Project by ensuring planned, reactive, and corrective work orders are accurately logged, assigned, tracked, updated, and closed within agreed SLAs and KPIs.
- The role supports maintenance planning, data accuracy, reporting, coordination with technical teams, and timely completion of service requests in line with client requirements, company procedures, and project standards.
Roles, Responsibilities, Duties
- **CAFM System Operation**
- Log, update, assign, monitor, and close work orders in the CAFM system accurately and on time.
- Maintain accurate data for assets, locations, service categories, priorities, schedules, and completion records.
- Ensure completion notes, attachments, photos, reports, and supporting documents are properly recorded.
- Highlight missing, incorrect, or incomplete CAFM data to the concerned team for correction.
- **PPM Scheduling and Tracking**
- Prepare, update, and monitor PPM schedules in line with approved maintenance plans and asset requirements.
- Generate and assign PPM work orders to the relevant technical teams or subcontractors.
- Track PPM completion and follow up on pending, overdue, missed, or delayed tasks.
- Ensure completed PPM records are updated with proper evidence, remarks, and closure details.
- **Work Order Coordination**
- Coordinate with helpdesk, FM engineers, supervisors, technicians, subcontractors, and operations teams to ensure timely action.
- Monitor reactive, corrective, and planned work orders from creation to closure.
- Escalate urgent, critical, repeated, or overdue work orders to the concerned team.
- Support proper prioritization of requests based on urgency, SLA requirements, and operational impact.
- **SLA, KPI, and Reporting**
- Monitor response and completion times against agreed SLAs and KPIs.
- Prepare daily, weekly, and monthly reports on PPM completion, open work orders, overdue tasks, reactive jobs, and pending actions.
- Maintain dashboards, trackers, and work order status updates for management and client review.
- Identify recurring delays, repeated issues, and reporting gaps for improvement.
- **Documentation and Stakeholder Support**
- Maintain accurate records for PPM schedules, work orders, completion reports, inspection sheets, and service reports.
- Coordinate with technical teams to collect missing documents, photos, reports, or closure evidence.
- Provide timely updates to client representatives, end users, operations teams, and subcontractors on work order and PPM status.
- Support audit preparation by ensuring CAFM records are complete, accurate, and traceable.
Education & Qualification
- Bachelor’s Degree or Diploma in Facilities Management, Business Administration, Engineering, IT, or related field.
- CAFM, CMMS, FM, or maintenance planning certification is preferred.
- Proficient in MS Office, especially Excel and Outlook.
Experience And Skills
- Industry Experience (No. of years):
- Minimum 2–4 years of experience in facilities management, CAFM operations, helpdesk, maintenance planning, administration, or project operations.
- Position/functional experience (No. of years):
- Minimum 1–3 years of hands-on experience in CAFM system updates, PPM scheduling, work order tracking, SLA monitoring, reporting, and stakeholder coordination.
- Competencies and Skills:
- Good knowledge of CAFM systems, PPM scheduling, work orders, SLAs, and KPIs.
- Strong data entry, reporting, documentation, and record-keeping skills.
- High attention to detail and accuracy.
- Good coordination and follow-up skills with technical teams, helpdesk, and subcontractors.
- Ability to monitor pending, overdue, urgent, and repeated work orders.
- Proficient in MS Office, especially Excel and Outlook.
- Good communication and customer service skills.
- Ability to manage multiple tasks and meet deadlines.
- Problem-solving and escalation management skills.
- Professional, organized, and service-oriented approach.
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