Facilities Systems Administrator

Job Summary

We are seeking an experienced IWMS Systems Administrator with strong expertise in FM:Systems or comparable IWMS system to support, maintain, and enhance our Integrated Workplace Management System environment. This role is responsible for the administration, configuration, optimization, and ongoing support of the FM: Systems platform to enable efficient management of space, facilities, occupancy, moves, maintenance, and workplace data.

The ideal candidate will combine strong technical system administration skills with a solid understanding of facilities management business processes, stakeholder support, data governance, and system integration. This person will work closely with Facilities, Real Estate, Workplace, IT, and business teams to ensure the platform meets operational and strategic needs.

Key Responsibilities

•    System Administration: Administer and maintain the FM: Systems platform, including system configuration, user setup, permissions, workflows, forms, and module support.
•    Platform Support: Provide day-to-day support for FM: Systems users, troubleshoot system issues, manage incidents, and resolve application defects or data problems in a timely manner.
•    Configuration and Enhancement: Configure and optimize FM: Systems modules to support business processes such as space management, room reservations, move management, maintenance coordination, asset tracking, and workplace services.
•    Data Management: Maintain high-quality facility and workplace data, including space, occupancy, floor plans, assets, locations, and employee assignments. Perform regular audits and validation to ensure data integrity.
•    CAD / Floor Plan Coordination: Support the management of floor plans, drawings, and space data integrations with CAD or related drawing systems used within FM:Systems.
•    Reporting and Analytics: Develop, maintain, and enhance dashboards, standard reports, ad hoc queries, and KPIs to support facilities and workplace decision-making.
•    System Integration: Coordinate and support integrations between FM: Systems and other enterprise platforms such as HR systems, ERP systems, Active Directory, ticketing tools, building systems, and reporting platforms.
•    Testing and Release Support: Support system upgrades, patches, configuration changes, and new feature rollouts through proper testing, documentation, and change control practices.
•    Documentation and Training: Create and maintain system documentation, SOPs, training guides, and knowledge articles. Train end users and business stakeholders on FM:Systems functionality and best practices.
•    Stakeholder Collaboration: Partner with Facilities Management, Corporate Real Estate, Workplace Experience, IT, and vendors to gather requirements, prioritize enhancements, and implement solutions.
•    Governance and Compliance: Support system governance, security administration, audit readiness, and compliance with internal policies related to data management and access control.

Required Qualifications

Bachelor’s degree in Information Systems, Facilities Management, Business Administration, Computer Science, or a related field, or equivalent practical experience.

•    2-3+ years of experience administering an IWMS, with direct hands-on expertise in the application FM:Systems.
•    Experience configuring and supporting one or more FM:Systems functional areas such as space management, occupancy, move management, reservations, maintenance, or workplace services.
•    Strong understanding of facilities management, corporate real estate, and workplace operations processes.
•    Experience with system administration, user security, configuration, workflow support, and troubleshooting and push pull systems integrations of critically dependent software solutions.
•    Experience working with data imports, exports, validation, and data quality management.
•    Strong reporting skills, including experience with SQL, reporting tools, dashboards, or business intelligence platforms.
•    Familiarity with CAD drawings, BIM, space data management, and floor plan coordination in relation to workplace systems.
•    Experience supporting enterprise application integrations.
•    Strong written and verbal communication skills, with the ability to work effectively across technical and business teams.
•    Being flexible and able to manage the working hours based on priority projects taking place on site. 
•    Be available on site as the POC when vendors/ contractors are working on site for projects you are part of.
•    Submit monthly Space Management report to the client
•    Ability to benchmark and analyze scalable metrics across the portfolio.
•    Support in the creation of presentations for highly visible projects for a wide range audience containing but not limited to block/stacking plans, workplace standards, agile work environments and complex project phasing.

Key Skills

•    Use of the Application, FM:Systems in an administrative capacity or comparable IWMS software
•    SC Logic software integration 
•    SFTP and file integration management
•    IWMS platform support
•    Space and occupancy management
•    Applying and maintaining space types, space specifications and standards
•    Facilities and workplace process knowledge
•    Reporting and analytics
•    Data governance and data quality
•    System integration
•    User training and stakeholder support
•    Troubleshooting and issue resolution
•    Documentation and change management