Occupancy / CAD Specialist - Corporate Real Estate

Job Summary

Under general supervision uses knowledge and skills, obtained through education, experience and/or training, to manage CAFM program and related data upkeep. Maintains spatial data accuracy in CAFM and responds to all data requests related to capacity, occupancy, moves, and square footage allocations across the entire portfolio. Serves as a technical advisor to less experienced CAFM users and move liaisons. Regular contact with internal customers and software vendor is required to identify, research and resolve problems.

Essential Duties and Responsibilities

• Responsible for day-to-day upkeep of CAFM system including check-in and check-out process for AutoCAD floorplans and preparing as-builts for import to CAFM with polylines and addresses for small and large project build-outs and changes maintaining near real-time accuracy wherever possible across portfolio.

• Maintains database of floorplan as-builts on internal network drives cataloging current and archiving old plans by campus and region working with facility planners and project managers to receive as-builts in timely manner.

• Maintains accurate occupancy data handling terminations, additions, and dual seat assignments manually when needed working with internal customers or Human Resources to identify when manual HR records may need to be added or removed for contractors and offsite associates.

• Responds to all data and report requests related to floorplans, space types, capacities, occupancy, moves, business unit square footage allocations and rents across portfolio.

• Creates ad hoc reports in CAFM as needed and maintains report database.

• Ensures all floorplans in CAFM display correctly and applies standardization to layer states, views, and legend properties.

• Learns the ins and outs of CAFM system to become CAFM 'power user' and trains others on internal team.

• Consults with internal planning team on data irregularities, conflicting space IDs, and other issues working as a team to resolve.

• Understands entire real estate portfolio to identify and lead implementation of best data management protocols and occupancy reporting.

• Leads the back-end move orders process executing seat changes within CAFM and liaises with internal clients to troubleshoot and correct mistaken move requests.

• Encourages high utilization rates of MAC portal among move liaisons offering help, guidance, and trouble-shooting whenever necessary.

• Trains new move liaisons on move-add-change (MAC) request portal.

• Conduct building and occupancy audits to validate seating and occupancy accuracy and make corrections to floorplans whenever needed.

• Maintains documentation for CAFM procedures detailing process changes to keep others up to date.

• Maintains electronic versions of floor plans, including updating viewable drawings posted on the organization intranet.

• Works with IT to build the CAFM user list to enable single-sign-on and maintain user list through churn.

• Maintains working relationships with move liaisons and internal customers and works to identify and recruit new move liaisons from business units due to churn and re-organizations.

• Stays up to date on current CAFM software in the market and identifies new useful features and best practices.

• Identifies process improvements and takes initiative to socialize and streamline CAFM operations for improved efficiency.

• Provides assistance with administering rent chargebacks via CAFM square footage allocations by business unit.

• Assists with future implementations and upgrades with autoCAD and CAFM programs and participates in user acceptance testing.

• Performs other duties and responsibilities as assigned.

Knowledge, Skills, and Abilities

Knowledge of

• Proficiency with autoCAD and CAFM programs

• Basic level concepts, principles and practices of facilities and occupancy planning and wayfinding

• Building measurement techniques and procedures.

• Space planning and allocation practices.

• Applicable regulations, laws and codes.

• Project management principles.

• Construction techniques.

Skill in

• Reading AutoCAD plans and comparing before and afters to interpret and understand changes.

• Maintaining electronic floor plans on a web site.

• Measuring facilities to determine total square footage.

• Understanding various space measurement techniques such as BOMA, OSCRE, IFMA, etc.

• Operating standard office equipment and using required software applications, including AutoCAD and CAFM programs

Ability to

• Attend to detail while maintaining a big picture orientation.

• Read, interpret, analyze and apply technical information.

• Organize, manage and track multiple detailed tasks and assignments with frequently changing priorities in a fast-paced work environment.

• Communicate effectively, both orally and in writing.

• Work independently as well as collaboratively within a team environment.

• Provide a high level of customer service.

• Establish and maintain effective working relationships at all levels of the organization.

• Maintain currency in CAFM, autoCAD and square footage allocation methodologies.

Educational/Previous Experience Requirements

• Bachelor's Degree in a related discipline and two (2) years' experience with AutoCAD and CAFM programs.
• OR ~
• An equivalent combination of education, experience or training.

Licenses/Certifications

• None Required.