Workplace Data Administrator (Data Analyst)

About the Role

The Workplace Data Administrator is responsible for supporting the accuracy, maintenance, and reporting of workplace and space information within the organization's Integrated Workplace Management System (IWMS). This role supports floor plan management, workplace data, and space records, ensuring that building, floor, room, and workspace information remains accurate, complete, and aligned with current workplace layouts. The role also provides basic CAD support and contributes to space management reporting, data quality reviews, and workplace information required by Workplace, Facilities, and Corporate Real Estate teams.

Location

Gurgaon

Key Responsibilities

IWMS Data Administration

• Work with global stakeholders: UK, Europe.
• Maintain accurate workplace and space records within the IWMS.
• Create and update building, floor, room, workspace, and space allocation information.
• Ensure workplace data is maintained in accordance with agreed data standards and naming conventions.
• Support data cleansing, validation, and periodic data quality reviews.
• Investigate and resolve discrepancies within workplace and property records.
• Maintain appropriate documentation and audit trails for data changes.

Data Analysis

• Collect, organize, and analyze large datasets to identify trends, patterns, and correlations.
• Develop and maintain databases, spreadsheets, and other data systems to ensure data accuracy and integrity.
• Conduct statistical analysis, data modeling, and data visualization to extract insights and recommendations.

Data Visualization

• Design and develop reports, dashboards, and other visualizations to effectively communicate findings to stakeholders.
• Ensure that visualizations are clear, concise, and easy to understand.

Business Intelligence

• Develop and maintain business intelligence reports to track key performance indicators (KPIs) and metrics.
• Analyze data to identify areas for improvement and provide recommendations for business growth.

Floor Plan and Space Data Management

• Maintain floor plan information associated with the IWMS.
• Update space boundaries, room information, workspace locations, and associated attributes.
• Ensure floor plan information accurately reflects approved workplace layouts.
• Support updates following office moves, refurbishments, reconfigurations, and project activity.
• Assist with reconciliation between CAD drawings, IWMS records, and physical workplace layouts.

CAD Support

• Undertake basic updates to CAD floor plans.
• Maintain room boundaries, space layouts, room numbers, and other workplace information.
• Review and interpret architectural and workplace drawings.
• Prepare CAD drawings for use or upload within the IWMS.
• Apply agreed CAD standards, drawing conventions, and document control requirements.

Reporting and Management Information

• Produce regular and ad-hoc workplace and space management reports.
• Support reporting relating to space allocation, capacity, occupancy, and utilization.
• Assist with reporting on desks, workstations, and other workplace assets.
• Validate reporting outputs and investigate anomalies or inconsistencies.
• Support the preparation of management information for Workplace, Facilities, and Real Estate stakeholders.

Data Quality and Governance

• Support the implementation of workplace data standards and governance controls.
• Perform routine data quality checks and identify missing, duplicate, or inaccurate information.
• Maintain consistent classifications and naming conventions across workplace records.
• Contribute to continuous improvement of workplace data and reporting processes.

Stakeholder Support

• Work with Workplace, Facilities, Real Estate, Projects, and Moves teams to obtain and validate information.
• Respond to requests for workplace data, reports, and floor plans.
• Support project teams with workplace information during moves and workplace change activities.
• Provide basic IWMS and workplace data support to internal stakeholders.

Key Working Relationships

• Internal: Workplace Management, Facilities Management, Corporate Real Estate, Space Management, Property Operations, Projects and Moves Teams, Technology / Systems Support, Finance and Procurement (where applicable).
• External: CAD or drawing service providers, Property consultants, Facilities service providers, IWMS support partners, Design and construction suppliers.

Knowledge, Skills, and Experience

Essential

• Strong attention to detail and a high level of data accuracy.
• Good data administration and information management skills.
• Good working knowledge of Microsoft Excel and Power BI.
• Ability to read and interpret workplace or architectural floor plans.
• Basic practical experience using CAD software, such as AutoCAD.
• Experience working with databases, information systems, or business applications.
• Good organizational and time management skills with the ability to manage multiple requests and priorities.
• Effective written and verbal communication skills and the ability to work collaboratively across functions.

Desirable

• Previous experience using an Integrated Workplace Management System (IWMS) or CAFM system.
• Experience with IBM TRIRIGA, Planon, Archibus, FM:Systems, or similar applications.
• Experience within Corporate Real Estate, Workplace, or Facilities Management.
• Understanding of space management principles and terminology.
• Experience producing reports, dashboards, or management information.
• Knowledge of workplace occupancy, capacity, or utilization reporting.

Qualifications

• A relevant qualification or equivalent practical experience in Data Management, Computer Aided Design, Architecture, Building Design, or Workplace Management is desirable.

Core Competencies

• Data Accuracy and Quality: Maintains accurate information and takes ownership of data quality.
• Attention to Detail: Identifies errors and discrepancies before they affect reporting or decisions.
• Technical Aptitude: Learns and uses IWMS, CAD, and reporting applications effectively.