Job Description

POSITION PURPOSE

• Provide assistance with all system related issues/requests to ensure that the operational team is able to execute works as required.
• This position is the custodian of client account data collection.
• The CMMS Data Administrator will ensure robust quality control of all data received and data changes for all our client’s data basis.
• This position is responsible for monitoring, coordinating and conforming to data processes. This position relates to all data receiving channels.

ESSENTIAL FUNCTIONS AND BASIC DUTIES

Assume responsibility to create and/or maintain the following Client data in Concept Evolution and Planon:

• Site, Buildings and Locations
• Building Contacts
• Technical/Operational/Building Manager Links
• Contracts with regard to linking of buildings, categories, priorities, instruction sets, cost centers, Concept / Planon resources and contract groups
• Updating missing information in accordance with the applicable process linked to the data update request.
• Applicable Document Repository
• Hazards
• Asset data- administration and -management
• Maintaining asset registers
• Ensure robust quality control of all asset data, operational input data received and data change request
• Compiling a professional and correct asset standards manual according to client specifications.
• Provide quality control assistance to the operations team by following the collaboration process.
• Ensure that the data quality received from the operations team conforms to the client asset register specifications.
• Responsible for updating asset warrantee information on Concept Evolution and Planon.
• Responsible for updating asset disposal data on Concept Evolution and Planon.
• Logging required Works Instructions relating to warrantee expiry dates.
• Responsible to log ad hoc admin calls to the Technical Manager upon receiving a requests from the Account Managers.
• Responsible for the administration duties for new site take on and site handovers, this includes the creation and management of the project plan.

Assume responsibility for management of PPM’s in Concept Evolution and Planon:

• Schedule PPM’s as per signed off PPM request workbook
• The CMMS Data Administrator is responsible to maintain the PPM scheduler in Concept Evolution and Planon based on information of the ‘Lines of Responsibility and PPM information (frequency, Supplier, etc.) received from the Account Managers.
• Manage the release, suspension, and changes in PPM’s
• Support and assist the Technical/Building/Operational Managers with follow ups on PPM WI’s.

Provide assistance to Internal Clients (business) and Suppliers:

• Assist Internal Clients (business) with Concept Evolution, Planon and BROLL PORTAL related queries
• Assist with asset related queries, if detecting or informed of such discrepancies (provided Broll is responsible for the continuous management of client asset information)
• Assist Suppliers with BROLL PORTAL related queries
• Receive and communicate any Grapevine related issues
• Receive requests from business for creation of the following, and request the CMMS DBA & BI Analyst to execute according to the applicable data set to be created:
• Concept, and Planon /Portal User Accounts
• Concept, and Planon /Portal User Roles
• Concept, and Planon Instruction Sets
• Concept, and Planon Categories
• Concept, and Planon Disciplines
• Concept, and Planon Priorities
• Concept, and Planon Fault Codes
• Concept, and Planon Cost Centers and/or Cost Codes
• Concept, and Planon Contract Groups and/or Contracts

Monitor logged calls and resolve any CMMS and Asset Data related issues:

• Monitor and ensure that calls on Concept Evolution and Planon are logged correctly
• Monitor open PPM’s on Concept Evolution and Planon and ensure these calls are updated and timeously closed
• Resolve any faults or issues or communicate it to the respective Line of Authority for corrective action

Assume responsibility for Reporting:

• Receive reporting request to action and develop according to the required client specification
• Compile/update/format applicable ad-hoc reports as per request from Broll Client Account Managers

Assume responsibility to establish and maintain a professional working relationship with Internal Clients, Suppliers and other External Stakeholders:

• Track and resolve problems and issues promptly and effectively
• Ensure optimal service levels
• Ensure deadlines are met
• Obtain and convey information as needed
• Log problems and requests including cause and/or resolution information
• Promotes goodwill and a positive image of the Company

Assume responsibility to establish and maintain effective working relationships with area staff, other departments and with management:

• Track and record resolution of problems for future reference, training and reporting
• Cooperate in a team environment to promote strong customer assistance and learning
• Work with different departments to assist in providing technical solutions as needed
• Keep management well informed of area activities and of any significant problems
• Attend meetings as required

Assume responsibility for related duties as required or assigned:

• Ensure that work area is clean, secure and well maintained
• Perform miscellaneous projects as assigned
• Update technical skills as required
• Be flexible in terms of working overtime when required
• In times of high call volumes be available to assist with call taking, logging and resourcing

PERFORMANCE MEASUREMENTS

• Tasks are completed effectively and timeously in accordance with schedules.
• Training sessions succeed in imparting knowledge.
• Assigned tasks and functions are completed in accordance with established standards, policies, and procedures.
• Required reports and documentation are complete and current.
• Management is appropriately informed of Client activities and of any significant or recurring problems.
• Good working relations exist with Client and Broll staff. Concerns and issues are promptly addressed and resolved.

EDUCATION/CERTIFICATION:

• Minimum Matric.

REQUIRED KNOWLEDGE:

• Excellent Understanding of Database Structures.
• Knowledge of program applications.
• Training in Concept Evolution and Planon.
• Training in Broll Management Portal.
• Training in DataMart reporting. Asset administration.
• MS Office with excellent Microsoft Excel abilities.

EXPERIENCE REQUIRED:

• Three or more years of related software and program experience.

SKILLS/ABILITIES:

• Able to travel to Broll Regions Nationally and internationally if required.
• Able to work well independently.
• Excellent problem-solving skills.
• Project management skills
• Solid oral and written communications abilities.
• Be able to communicate effectively at all levels.
• Able to work under pressure.
• Able to work after hours when necessary.