Operations Systems Analyst - Facilities

This is a Full Time Job

Job Description

The Role

We are seeking a Facilities Operations Systems Analyst to support the Facilities organization through the standardization, optimization, and ongoing management of facilities-related systems, data, and operational processes. This role will analyze workflows, develop standardized documentation, support system configuration and integration, and act as a central resource to ensure consistent, scalable, and secure facilities operations across the portfolio. The role owns facilities-related data and tools, supports space and occupancy analytics, and partners closely with Facilities, HR, Operations, Technology, and external vendors to improve visibility, consistency, compliance, and operational effectiveness. The ideal candidate brings 2–4 years of experience in operations analysis, systems administration, or facilities analytics; strong Excel and reporting skills; comfort working with imperfect or fragmented data and processes; and an interest in how systems, documentation, and process design enable effective workplace operations.

Responsibilities

Facilities Systems, Process & Data Management
• Manage and administer facilities-related software systems (e.g., space management, workplace, asset, or ticketing tools), including configuration, testing, deployment, and ongoing optimization
• Analyze existing business processes and system workflows to identify inefficiencies, data gaps, and opportunities for standardization
• Oversee facilities data quality, governance, and documentation, including validation, remediation, and alignment across multiple systems and stakeholders
• Ensure facilities systems adhere to organizational security, compliance, and documentation standards to support internal audits and controls
• Partner with Technology and vendors to support system integrations, upgrades, and enhancements that improve data consistency and reporting

Space Planning & Occupancy Analytics
• Own facilities-related data including seat supply and demand, space utilization, occupancy metrics, and related assumptions across the portfolio
• Develop and maintain Excel-based models, trackers, and dashboards to support capacity planning, scenario analysis, and decision-making
• Collaborate with HR and data analytics partners to align headcount, workforce planning, and facilities data inputs
• Support the evolution of facilities analytics into scalable reporting solutions (e.g., Power BI), ensuring standardized definitions and data integrity

Process Standardization, Documentation & Training
• Review current, fragmented workflows and evaluate them against organizational goals to identify bottlenecks and risks
• Develop, document, and maintain standardized operating procedures (SOPs), process maps, work instructions, and policies to ensure consistency across teams and regions
• Create and maintain system documentation, user manuals, training guides, and reference materials to support standardized practices
• Provide training and ongoing support to users on facilities systems, tools, and standardized workflows
• Act as a central point of reference for facilities systems and processes, guiding stakeholders through adoption of new or updated standards

Process Improvement & Change Management
• Recommend and implement system enhancements, workflow improvements, or new technologies that enable consistent, scalable, and secure operations
• Support change management efforts related to new systems, process changes, or policy updates, including stakeholder communication and adoption tracking
• Monitor effectiveness of implemented changes and iterate based on feedback, performance metrics, and operational needs

Project & Stakeholder Management
• Support facilities-led projects by providing systems, data, documentation, and process expertise
• Collaborate cross-functionally with Facilities, HR, Operations, Technology, Finance, and external vendors
• Manage multiple workstreams, balancing day-to-day operational support with longer-term standardization and optimization initiatives

Location
• This role is based in our Los Angeles office.

CAA does not accept unsolicited resumes from third-party recruiters unless they were contractually engaged by CAA to provide candidates for a specified opening. Any such employment agency, person or entity that submits an unsolicited resume does so with the acknowledgement and agreement that CAA will have the right to hire that applicant at its discretion without any fee owed to the submitting employment agency, person or entity.