Space Data Administrator Jobs

Title: Space Data Administrator

Location: Remote

Duration: 4 months

Shift timings: M-F – 8am – 5pm EST - Flexibility requested

What is a day in the life like for the person in this role?

• Building Transaction Reporting
• Head Counting reporting
• Working with Strategy for efficiently
• Overall Reporting Analyst
• Portfolio management – Data Accuracy

What are your non-negotiable requirements?

• MS Excel - Pivot Tables and Report Analyst
• CAFM Experience

Pre Screen Questions

1. Please rate yourself on a scale of 1-10 on MS Excel Pivot Tables and Reports.

2. How have you had to assist keeping a client on task?

3. Please describe a time you had to handle a difficult client and the outcome.

4. Please rate yourself on a scale of 1-10 on CAFM Software.

5. What are the best days/times to schedule an interview?

6. This role requires communicating with others Globally, with a 6-8hr difference, do you mind accommodating an occasional meeting outside of normal working hours?

JOB SUMMARY

The purpose of this position is to manage space and occupancy planning data and provide data mining/analysis, reporting and interpretation in an effort to insure recommendations and proposed solutions for a client's occupancy needs are supported with a high level of data accuracy. To insure financial interpretation (allocations) of data is accurate.

Duties and Responsibilities

• Manage and analyze IWMS space data to insure it accurately reflects current occupancy, layout, and attributes of each building.
• Gather and validate information, using judgment and statistical tests.
• Support the development and issuing of reports as directed. Define data requirements.
• Provide Conference Room support and serve as CEC contact for conference room inquiries.
• Interface with various departments and partners with facility customers and staff as a resource and peer.
• Identify and troubleshoot data integration and integrity issues in cooperation with the appropriate CBRE business units; designs work flows and procedures.
• Perform various system administrator actions within, but not limited to the: Location Tool, Lab Contact Tool, and Calendar Resource Manager.
• Makes recommendations to Management on necessary space planning code changes and/or requirements and updates.
• Also, complete duties, as needed, for OVLA Lease Administration.\
• Acts as a single point of contact for relevant systems/processes in subject teams and day-to-day functions. (theater driven)
• Analyze and track the client’s portfolio data using reporting from available data bases.
• Input work orders as needed.
• Attend meetings to report data, occupancy related issues, requirements, challenges and opportunities.
• Assist in documenting and reporting of key metrics (e.g. space utilization, space allocation, etc.).
• Perform and document space, occupancy and/or lab audits on schedule, and submit updated AutoCAD drawings to CAD team (theater driven).
• Prepares professional supporting documentation in a variety of formats.
• Service Insight Work Orders - manage and/or triage, redirect client requests to appropriate resource if needed.
• Ensure accuracy of employee and space data.
• Strong decision-making in the understanding of policies and procedures to achieve results, meet deadlines, and complete deliverables.
• Perform other duties as assigned.
• Manage assigned work orders (SLA compliance).
• Develop ad-hoc analytics and reporting based on analysis of existing data sources, utilizing a variety of tools (i.e. IWMS, Rifiniti, Tableau, Service Insight, Smartsheet).
• Collaborate with other members of the Space Planning, Site Strategy and Projects Teams and provide data, ad hoc/routine reports and analysis as needed to support space planning and move projects.
• Confirm accuracy of IWMS space information through regular audit of data for "unapproved" exceptions.
• Identify opportunities to maximize data usage, applying modeling and optimization methods to develop new strategies and improve business performance.
• Perform audits, and other activities as needed, to ensure accuracy of employee data.
• Develop data structures and pipelines to organize, collect, cleanse, and standardize data in order to generate insights and address reporting needs.

SUPERVISORY RESPONSIBILITIES

• No formal supervisory responsibilities in this position.
• Coordinates and assigns tasks to co-workers within a work unit and/or project.
• Provides informal assistance such as technical guidance, and/or training to coworkers.

QUALIFICATIONS

• To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.
• The requirements listed below are representative of the knowledge, skill, and/or ability required.
• Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

EDUCATION and EXPERIENCE

• AutoCAD drawing experience is preferred. CAFM software experience is preferred.
• HS Diploma required, Bachelor's (4-year degree) preferred.
• 4-6 years prior experience in Data Administration, Facilities Management, Occupancy Planning, Space Planning.

CERTIFICATES and/or LICENSES

• None.

COMMUNICATION SKILLS

• Excellent written and verbal communication skills.
• Strong organizational and analytical skills.
• Ability to provide efficient, timely, reliable and courteous service to customers.
• Ability to effectively present information.

FINANCIAL KNOWLEDGE

• Requires knowledge of financial terms and principles.
• Ability to calculate intermediate figures such as percentages, discounts, and/or commissions.
• Conducts basic financial analysis.

REASONING ABILITY

• Ability to comprehend, analyze, and interpret documents.
• Ability to solve problems involving several options in situations.
• Requires intermediate analytical and quantitative skills.

OTHER SKILLS and/or ABILITIES

• Proficiency in Tableau is preferred.
• Knowledge of Excel Pivots. IWMS/CAFM system super-user capability.
• Proficient in MS Office.

SCOPE OF RESPONSIBILITY

• Errors in judgment may cause short-term impact to co-workers and supervisor
• Decisions made with thorough knowledge of procedures and company policies to achieve set results and deadlines.
• Responsible for setting own project deadlines.