Systems & Data Administrator at Broll

POSITION PURPOSE

• Assist with all system-related issues/requests to ensure that the operational team can execute work as required. This position is the custodian of client account data collection. The Systems and Data Administrator will ensure robust quality control of all data received and data changes for all our client’s databases. 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 client data in Concept Evolution and any other systems that Broll requires such as Broll Vantage and Related Applications:
• Site, Buildings and Locations
• Building Contacts
• Technical/Operational/Building Manager Links
• Contracts concerning linking of buildings, categories, priorities, instruction sets, cost centres, Concept resources and contract groups
• Updating missing information following the process linked to the data update request.
• Applicable Document Repository
• Updating of 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 for, Concept Evolution, Broll Vantage and Broll Fusion or any other system that is used on the client account.
• 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.
• Responsible for updating asset disposal data on Concept Evolution.
• Logging required Works Instructions relating to warranty expiry dates.
• Responsible to log ad hoc admin calls to the Technical Manager upon receiving requests from the Account Staff.
• Responsible for the administration duties for the new site takes on and site handovers, this includes the creation and management of the project plan.
• Assist with the onboarding of new clients, including activities of creating the New Client take on Workbook.

Assume responsibility for the management of PPMs in Concept Evolution & Applications:

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

Assist Internal Clients (business) and Suppliers:

• Provide training to clients and suppliers on Concept Evolution, Broll Vantage and Broll Fusion or any other system that is used on the client account
• Provide first-line assistance to internal Clients (business) with Concept Evolution, Broll Vantage and Broll Fusion or any other system that is used on the client account, 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)
• Receive and communicate any communication medium related to problems
• Receive requests from the business for the creation of the following, and request the Senior Systems Data Administrator to execute according to the applicable data set to be created:
• Concept/Vantage/Fusion User Accounts
• Concept/Vantage/Fusion mobile checklist creation
• Concept/Vantage/Fusion User Roles
• Concept/Vantage/Fusion Instruction Sets
• Concept/Vantage/Fusion Categories
• Concept/Vantage/Fusion Disciplines
• Concept/Vantage/Fusion Priorities
• Concept/Vantage/Fusion Fault Codes
• Concept Cost Centres and/or Cost Codes
• Concept Contract Groups and/or Contracts

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

• Compiling and maintaining the Assets Standards Verification Manuals according to client asset standards
• Setup and linking of Uniformat Coding for assets
• Monitor and ensure that calls on Concept/Vantage/Fusion are logged correctly
• Monitor open PPM’s on Concept/Vantage/Fusion and ensure these calls are updated and timeously closed
• Resolve any faults or issues or communicate them to the respective Line of Authority for corrective action
• Monitor and maintain the quality of information of the client’s asset register
• Provide reporting of information on the client’s asset register
• Perform regular quality checks of information captured

Assume responsibility for Reporting:

• Receive reporting requests and inform Business Reporting Administrator to action and develop according to the required client specification
• Development of BI Reports and or dashboards as required by clients
• 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 management:

• Track and record the 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 any significant problems
• Attend meetings as required

Assume responsibility for related duties as required or assigned:

• Ensure that the 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 calls, volumes are available to assist with call-taking, logging and resourcing

PERFORMANCE MEASUREMENTS

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

QUALIFICATIONS & SKILLS REQUIRED

EDUCATION/CERTIFICATION:

• Minimum Matric.

REQUIRED KNOWLEDGE:

• Excellent Understanding of Database Structures.
• Knowledge of program applications.
• Knowledge of Concept Evolution, Broll Vantage, Broll Fusion
• Basic SQL query writing
• Minimum basic to intermediate Power BI skills.
• Asset administration experience.
• MS Office with excellent Microsoft Excel abilities.

EXPERIENCE REQUIRED:

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

SKILLS/ABILITIES:

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