CAFM Operator

Job Description

1. Facilities Operations & Coordination

• Oversee daily operations to ensure the safe and efficient functioning of the facility, including HVAC, electrical, and plumbing systems.
• Coordinate office moves, workspace adjustments, and related logistics.
• Enforce facility policies, perform routine inspections, and ensure compliance with internal procedures and external regulations.
• Coordinate reporting from field personnel and support supervisors with assignments and expectations.

2. Documentation & Records Management

• Maintain organized, updated, and secure documents for the business in accordance with regulations.
• Use document management software to upload, scan, retrieve, and archive records.
• Collect, register, and control technical documents such as drawings and blueprints.
• Review and update maintenance and quality control documents.
• Inform relevant personnel of new versions and access protocols.
• Create templates and manage records across functions while maintaining confidentiality.

3. Project Support & Reporting

• Prepare, manage, and file project documentation accurately.
• Review technical documents for completeness and clarity.
• Collect and administer monthly reports from all contractors, including PPM (Planned Preventive Maintenance) and corrective action reports.
• Maintain CAFM software with up-to-date records and statutory documentation.

4. Administrative & HR Support

• Prepare purchase requests, issue GRNs (Goods Received Notes), and support client invoicing processes.
• Prepare monthly attendance records for all staff.
• Assist with FM staff onboarding formalities such as visas, medicals, EIDs, IT assets (laptops, mobile SIM), PPE allocation, and inductions.
• Coordinate with HR on staff-related queries and processes.

5. Work Order & Service Delivery

• Manage work orders and optimize scheduling to support maintenance teams and ensure timely service delivery.
• Arrange gate passes for visitors, contractors, and clients as required.

6. Financial Tracking & Administrative Support

• Monitor and track monthly facility expenses and prepare summary reports.
• Provide general administrative support including preparation of reports, presentations, correspondence, and other documentation for the Facilities Management team.