CAFM Coordinator

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Our people at JLL are shaping the future of real estate for a better world by combining world class services, advisory and technology for our clients. We are committed to hiring the best, most talented people  and empowering them to  thrive, grow meaningful careers and to find a place where they belong.  Whether you’ve got deep experience in commercial real estate, skilled trades or technology, or you’re looking to apply your relevant experience to a new industry, join our team as we help shape a brighter way forward.   

Based on site in the City of London

Position Overview

The CAFM & Compliance Administrator is responsible for managing and maintaining Computer-Aided Facility Management (CAFM) systems while ensuring compliance with regulatory requirements, building standards, and organizational policies.

Key Responsibilities

CAFM System Management

• Monitor and utilize CAFM software platforms to ensure optimal system performance and data integrity
• Generate regular reports and dashboards for facility performance metrics, maintenance schedules, and space utilization
• Review asset databases for accuracy and completeness, escalating discrepancies to the Corrigo Platform Analyst (CPA)
• Work closely with the CPA to coordinate system updates, patches, and integrations with other facility management tools
• Collaborate with the CPA on system configuration requirements and workflow optimization needs
• Provide user support and training to facility management staff on system functionality and processes • Monitor system performance and report technical issues to the CPA for resolution

Compliance Management

• Monitor and ensure adherence to health and safety regulations, building codes, and industry standards
• Maintain compliance documentation and certificates for fire safety, electrical systems, HVAC, and other critical building systems
• Schedule and track mandatory inspections, testing, and certification renewals
• Coordinate with external vendors and regulatory bodies for compliance assessments and audits
• Develop and maintain compliance checklists and standard operating procedures
• Prepare compliance reports for management and regulatory authorities

TSM and Shift Performance Oversight

• Monitor and evaluate Technical Service Manager (TSM) performance across multiple shifts and locations
• Review shift reports, incident logs, and performance metrics to ensure operational standards are maintained
• Track key performance indicators (KPIs) for shift operations including response times, completion rates, and client satisfaction
• Coordinate shift handovers and ensure continuity of service across all operational periods
• Escalate performance issues to appropriate line management when standards are not met
• Report on TSM performance trends and operational metrics to management

Contract Support Coverage

• Provide backup support for contract administration functions during planned absences and sickness coverage
• Maintain continuity of contract-related activities including vendor coordination, service level monitoring, and contract compliance
• Handle urgent contract matters and escalations in the absence of primary contract support personnel
• Ensure seamless service delivery and client communication during coverage periods
• Support contract documentation and administrative processes as required

Data Management & Reporting

• Ensure accurate data entry and maintenance within CAFM systems

• Analyze facility performance data to identify trends and improvement opportunities
• Create custom reports for stakeholders, including cost analysis, performance metrics, compliance status, and TSM performance summaries
• Maintain document control systems for technical drawings, warranties, and compliance certificates
• Support budget planning with data-driven insights and forecasting
• Produce shift performance reports and trend analysis for management review

Administrative Support

• Coordinate with facility teams, vendors, and contractors for maintenance activities
• Manage work order processes and ensure proper documentation
• Support procurement activities for facility-related services and equipment
• Assist with space planning and occupancy management initiatives
• Maintain vendor databases and service agreements
• Schedule and coordinate TSM meetings and performance review sessions

Required Qualifications

Education & Experience

• Bachelor's degree in Facilities Management, Engineering, Business Administration, or related field
• 3-4 years of experience in facility management, compliance, or CAFM system administration
• Experience with CAFM software platforms (e.g., Archibus, IBM TRIRIGA, Planon, or similar)
• Previous experience in performance monitoring or oversight roles, preferably in technical service environments
• Knowledge of contract administration and vendor management processes

Technical Skills:

• Proficiency in CAFM software usage and reporting capabilities
• Strong knowledge of building systems and facility management principles
• Understanding of health and safety regulations and compliance requirements
• Advanced Microsoft Office skills, particularly Excel for data analysis
• Database management and reporting capabilities
• Performance monitoring and evaluation skills
• Contract management and administrative skills

Core Competencies:

• Strong attention to detail and organizational skills
• Excellent analytical and problem-solving abilities
• Effective communication skills with technical and non-technical stakeholders
• Monitoring and oversight capabilities
• Ability to manage multiple priorities and meet deadlines
• Understanding of project management principles
• Performance assessment and reporting skills
• Flexibility and adaptability to cover diverse responsibilities

Preferred Qualifications

• Professional certification in facility management (e.g., FMP, CFM)
• Knowledge of building automation systems and IoT technologies
• Experience with regulatory frameworks such as OSHA, EPA, or local building codes
• Background in data analytics or business intelligence tools • Experience in commercial real estate or corporate facility management
• Performance monitoring certification or training
• Contract management certification or experience

Working Conditions

• Office-based position with occasional site visits to managed facilities
• Standard business hours with flexibility for system maintenance windows and shift coordination
• May require coordination with global teams across different time zones
• Occasional out-of-hours contact required for critical operational issues
• Flexibility required to provide contract support coverage during absences

Reporting Structure

• Reports to: EMEA Engineering Lead Direct Reports: None (individual contributor role with performance oversight responsibilities)
• Key Stakeholders: Facility management teams, compliance officers, IT support, external vendors, TSM staff, contract management team, Corrigo Platform Analyst (CPA)
• This role offers the opportunity to work at the intersection of technology, facility management, and performance oversight, supporting operational excellence while ensuring regulatory compliance and maintaining high performance standards across diverse property portfolios and technical service teams.

Location:

If this job description resonates with you, we encourage you to apply even if you don’t meet all of the requirements.  We’re interested in getting to know you and what you bring to the table!

At JLL, we harness the power of artificial intelligence (AI) to efficiently accelerate meaningful connections between candidates and opportunities. Using AI capabilities, we analyze your application for relevant skills, experiences, and qualifications to generate valuable insights about how your unique profile aligns with the specific requirements of the role you're pursuing.

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