CAFM Operator / PPM Scheduler

Job purpose

This position focuses on running the CAFM platform and coordinating preventive maintenance schedules for the NYU Project. The person in this role will ensure that planned, reactive, and corrective work requests are entered correctly, allocated to the right teams, monitored through to completion, and closed within agreed service levels and performance targets.

The role also contributes to maintenance planning, data quality, operational reporting, and cross-team coordination to make sure service requests are completed promptly and in line with client expectations, internal processes, and project standards.

Key responsibilities

• Operate the CAFM platform by creating, updating, assigning, monitoring, and closing work orders accurately and within required timelines.
• Keep asset, location, service type, priority, schedule, and completion information up to date and reliable.
• Ensure all closure records include remarks, evidence, photos, attachments, and supporting documents.
• Flag any missing, inaccurate, or incomplete system information to the relevant team for correction.
• Build, revise, and follow preventive maintenance schedules according to approved maintenance plans and asset needs.
• Create and assign PPM work orders to the appropriate technicians, engineers, or subcontractors.
• Track preventive maintenance progress and follow up on jobs that are pending, overdue, delayed, or missed.
• Make sure finished PPM records contain proper proof, comments, and closure details.
• Work closely with helpdesk staff, FM engineers, supervisors, technicians, subcontractors, and operations teams to keep jobs moving.
• Monitor reactive, corrective, and planned work orders from initiation until final closure.
• Escalate urgent, critical, repeated, or overdue requests to the appropriate stakeholders.
• Support prioritization of work based on urgency, SLA obligations, and operational impact.
• Track response and resolution times against agreed SLAs and KPIs.
• Prepare daily, weekly, and monthly updates covering PPM completion, open jobs, overdue items, reactive work, and outstanding actions.
• Maintain dashboards, trackers, and work order status reports for management and client review.
• Spot recurring delays, repeat issues, and reporting gaps that need improvement.
• Maintain complete records for maintenance schedules, work orders, inspection sheets, service reports, and completion documents.
• Coordinate with technical teams to obtain missing documents, photos, reports, or closure evidence.
• Share timely status updates with client representatives, end users, operations teams, and subcontractors.
• Support audit readiness by keeping CAFM records complete, accurate, and traceable.

Education and qualifications

A Bachelor’s degree or diploma in Facilities Management, Business Administration, Engineering, IT, or a related discipline is required. Professional certification in CAFM, CMMS, FM, or maintenance planning is preferred.

Strong proficiency in MS Office, particularly Excel and Outlook, is expected.

Experience and skills

Candidates should have 2 to 4 years of overall experience in facilities management, CAFM operations, helpdesk support, maintenance planning, administration, or project operations.

In addition, 1 to 3 years of direct experience is required in CAFM updates, preventive maintenance scheduling, work order tracking, SLA monitoring, reporting, and coordination with stakeholders.

Core competencies

• Practical understanding of CAFM systems, preventive maintenance scheduling, work orders, SLAs, and KPIs.
• Strong data entry, documentation, reporting, and record-management skills.
• High level of accuracy and attention to detail.
• Good coordination and follow-up ability with technical teams, helpdesk staff, and subcontractors.
• Ability to track pending, overdue, urgent, and recurring work orders.
• Proficiency in MS Office, especially Excel and Outlook.
• Clear communication and customer service skills.
• Ability to manage several tasks at once and meet deadlines.
• Problem-solving ability with confidence in escalation handling.
• Professional, structured, and service-focused working style.