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, identifies 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 BRMs and vendors, it operates 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 BRMs 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
- Document 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
- 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 Suite
- 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 systems
- Ability to communicate with and translate between business users and technical teams