Workplace Data Administrator
Function: Workplace / Corporate Real Estate / Facilities Management
Department: Workplace Management / Real Estate Operations
Reporting To: Workplace Data Manager / IWMS Manager / Space Management Lead
Location: On-site – Gurugram, HR
Scheduled Weekly Hours: 48
Role Purpose
The Workplace Data Administrator is responsible for supporting the accuracy, maintenance and reporting of workplace and space information within the organisation's Integrated Workplace Management System (IWMS). The 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.
Key Accountabilities
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 utilisation
•Assist with reporting on desks, workstations, meeting rooms 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 organisational 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 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 utilisation 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
•Planning and Organisation – Prioritises workload and meets agreed deadlines
•Problem Solving – Investigates data issues and identifies practical solutions
•Collaboration – Works effectively with colleagues and stakeholders across teams
•Customer Focus – Provides responsive, professional support to internal customers
•Continuous Improvement – Identifies opportunities to improve data quality and processes
Decision Making and Accountability
The role operates within agreed procedures, data standards and governance controls. The post holder is expected to make routine decisions relating to workplace data maintenance, validation and reporting, escalating significant data discrepancies, system issues or changes to data standards to the appropriate manager. The role is accountable for the accuracy and timely maintenance of workplace information within its assigned area of responsibility.
Key Performance Indicators
•Accuracy and completeness of IWMS records
•Timeliness of workplace data updates
•Alignment between IWMS records and approved floor plans
•Reduction in workplace data quality issues
•Accuracy and timeliness of space management reports
•Adherence to CAD, data and document management standards
•Responsiveness to stakeholder requests
•Completion of agreed data quality and audit activities
Role Scope
Provides operational support across workplace data, space information and floor plan management. The role has no typical budget or people management responsibility but may support projects, audits, moves and data improvement initiatives.
Career Development
Progression opportunities include Workplace Data Analyst, IWMS Administrator, Space Management Analyst, Space.
