Facilities & S3 Systems Analyst

This is a Full Time Job

The Analyst is responsible for ensuring that Facilities, Security, Safety & Sustainability systems effectively support the department's operational and reporting needs. This position is responsible for business -side governance, data integrity, process execution, and user support of platforms such as Archibus .

The analyst supports operations including but not limited to work reception, work order management, occupancy management, and space planning. The analyst evaluates operational requirements, i dentifies practical system solutions, manages and improves data accuracy, and proactively supports efficiency improvements within defined workflows in Facilities, Security, Safety & Sustainability. While the role collaborates with IT BRM s and vendors, it o perates as the business representative, ensuring that technical work aligns with operational priorities and real-world workflow needs .

Responsibilities

Support, Maintenance & Data Integrity
• Maintain departmental systems, including Archibus , from a business operations perspective
• Own data integrity, auditing, validation routines, and operational accuracy
• Investigate root causes of data issues and assist in implementing corrections
• Coordinate with IT or vendors only for technical escalations, while retaining responsibility for clearly communicating business requirements, priorities, and desired outcomes

System Optimization & Departmentwide Support
• Support analysis of operational processes and assist in identifying system-supported improvements
• Partner with the Facilities & S3 data analytics team in support of their data analysis, dashboards, reports, and insights tailored for operational decision-making
• Serve as a super user of departmental systems, assisting with configurations, permissions, and foundational tasks
• Identify and document potential new use cases for Archibus and other systems
• Maintain a clear understanding of the capabilities, limitations, pros, and cons of all systems used within Facilities & S3; under management direction, support stakeholders in evaluating solutions for any given operational requirement

Training, Documentation & User Support
• Write and update documentation of processes and procedures related to system processes workflows and data integrity
• Provide training and develop clear, business-focused documentation, user guides, and reference materials
• Support user onboarding and ongoing user education, ensuring consistent and effective system usage
• Promote operational best practices and reinforce workflow standards across all system users

Solution Design, Testing & Implementation
• Gather requirements from business stakeholders and document needs for management review
• Translate departmental needs into clear functional specifications and workflow recommendations
• Coordinate and document business-side testing, validation, and acceptance of new features or enhancements. Provide input on proposed solutions focused on operational impacts and testing observations

Liaison With IT, BRM, and External Vendors
• Represent business operations in all interactions with IT BRM s and third-party vendors
• Ensure that technical teams understand operational contexts, constraints, and objectives before implementing changes
• Follow established change-control processes, testing requirements, and rollout steps; escalate compliance concerns to the appropriate manager
• Track enhancement requests and system issues; participate in and provide documentation and business context for roadmap discussions led by management

Advocacy & Business Enablement
• Support ongoing improvements in system usage and adoption; collect user feedback for management review
• Assist in evaluating new tools and system capabilities
• D ocument user needs, test results, and operational impacts for management evaluation. Identify and pursue opportunities for other areas of the department to benefit from Archibus and related systems
• Support continuous improvement in system adoption, utilization , and business value

Project Participation
• Represent business operations in cross-functional projects, ensuring system and workflow decisions reflect real operational needs
• Provide operational insight throughout planning, testing, rollout, and stabilization phases
• Document outcomes, testing results and observations as requested; assist with post-launch follow-up tasks

Qualifications
• Bachelor's degree in Information Technology , Computer Science, Facilities Management, Business Systems, or a related field
• None required ; BOMA or IFMA certifications preferred
• Other

Required Skills
• Strong understanding of IWMS/CAFM systems ( Archibus preferred)
• Knowledge of data integrity practices, reporting tools, and workflow/process mapping
• Ability to translate technical concepts into clear, business-friendly language
• Strong analytical, documentation, presentation, and communication skills
• 3-5 years of systems analysis, business operations systems support, or related experience preferred
• Experience with IWMS/CAFM /CMMS platforms preferred
• Proficient in SQL
• Proficiency with Microsoft Office Sui te
• Knowledge of AutoCAD preferred
• Strong analytical and problem-solving abilities
• Ability to manage multiple tasks , prioritize effectively and meet deadlines
• High attention to detail and commitment to data quality
• Familiarity with workflows, integrations, and system s
• Ability to communicate with and translate between business users and technical teams