Facilities System Administrator

Schedule

Mon- Fri

Overview

Full-time: 40hrs a Week

Pay Range:$28-$38 an hour

 

The Facilities Systems Administrator is responsible for managing and maintaining the software systems used by the Facilities Management Division. Responsible for implementing system upgrades and configuration changes, managing digital reporting structures for staff and facilities, maintaining and updating asset data within software platforms, performing data analysis, assisting with space planning through specialized software tools, and administrating other facilities software. This role also supports system integrations between facilities platforms and enterprise systems/department systems, develops and maintains dashboards and ensures data accuracy and governance, provides technical support and user training for facilities applications, documents system processes and procedures, supports compliance, audit, and IT Security requirements, collaborates with IT and facilities leadership on technology initiatives, and evaluates new tools to improve operational efficiency and decision making.

Responsibilities

1. Responsible for the effective performance of the Facilities Management Division data and asset management systems.

a. Responsible for adding new assets and update existing assets such as furniture, interior/exterior finishes, HVAC equipment, safes, signage, vehicles, etc.b. Responsible to read and analyze building blueprints in order to document asset information.c. Oversee differences in asset types, part types, equipment, materials, etc. and update as neededd. Creates and updates asset data in centralized databases, utilizing validation tools and mapping sequences to confirm asset integrity and location accuracy.e. Manages barcode tags and numbering for Facility assets and coordinates install of tagsf. Responsible to coordinate with internal departments for asset locations and consistency in the systems.g. Creates and continually manages reports and distributes them for asset verification.h. Coordinates the asset updates and asset/data changes/budgeting with the Accounting Department.i. Responsible for evaluating and updating asset tracking systems to ensure current solution is efficient and accurate.j. Responsible to add locations, workspaces, and department information into the facility system when new areas/locations are created.k. Updates information from the Space/Plan Coordinator and Designers into the facility systems.

 

2. Responsible for the effective performance of the facility/maintenance work order systems.

a. Verifies work order system is functional, up to date, maintained and efficient for both desktop and mobile application. b. Responsible for reporting any discrepancy with system processes or the overall workflow to the Facilities Management team.c. Helps with the creation of recurring PM workorders and verify the workflow is operational.d. Assign/reassign work orders as needed.e. Create reports for performance and overall workloads.f. Verify time allocation for techs and report on time management.g. Responsible to coordinate with facility technicians, space coordinator, safety officers and departments assigned to the branch and campus buildings to verify the systems automated processes are functioning.h. Train staff on new features as needed.i. Collaborate with departments to validate functionality after system upgrade.

 

3. Responsible for establishing, maintaining and managing effective workflows and upkeep for Facilities Control Software.

a. Establish better functionality and processes within facility control systemsb. Work with departments, building technician and third-party vendors to deploy and maintain facility control software at new and existing locations.c. Manage music to ensure compliance to credit union standard.d. Set up and maintain remote access to facility control software.e. Train staff on proper use and basic troubleshooting.

 

4. Responsible for the procedures, communication, coordination, and working relationships with Credit Union personnel, management, vendors, and service providers within the systems.

a. Responsible to coordinate and manage vendors and service providers with the integration of their workorders within our systems.b. Assists Credit Union personnel with requests and issues within the system.c. Works with internal departments for fluidity and functionality across all facilities software.d. Evaluate current software solutions and compare to similar systems. e. Complete the onboarding process and fulfill all necessary requirements for new third-party vendors.f. Work with internal departments to establish or update procedures.

 

5. Responsible for related duties as required or assigned.

a. Performs miscellaneous tasks as assignedb. Assists in set-up of new branches and remodelsc. Completes assigned checks for continuityd. Completes assigned traininge. Designated as the knowledge expert for all Facilities software systems

Qualifications

Training/Education/Certification:

• College education preferred. Bachelor’s degree or higher in Computer Science or related field• Service Now related certifications preferred • Project management training• Valid driver’s license• Bondable

Required Knowledge:

• Understanding of digital workflows for enterprise operations• Familiarity with database systems functions, data entry and management• Knowledge of general building maintenance practices• Ability to read and interpret blueprints• Understanding of financial institution policies and practices is preferred• Microsoft Office (Excel, Word, Outlook, PowerPoint, OneNote, Teams)

Experience Required:

• 5+ years of System Administration experience• Experience working with database systems for asset or information management • Managed software implementations and updates• Worked in the ServiceNow platform or similar system• Project management experience with multiple projects• Supervisory experience preferred

Skills/Abilities:

• Effective supervisory abilities with multiple groups• Strong analytic and problem-solving skills• Well organized and able to work well independently as well as in a group• Able to coordinate and communicate well with others and professionally assist as needed• Attentive to detail