JLL supports the Whole You, personally and professionally.
Our people at JLL are shaping the future of real estate for a better world by combining world class services, advisory and technology to our clients. We are committed to hiring the best, most talented people in our industry; and we support them through professional growth, flexibility, and personalized benefits to manage life in and outside of work. Whether you’ve got deep experience in commercial real estate, skilled trades, and technology, or you’re looking to apply your relevant experience to a new industry, we empower you to shape a brighter way forward so you can thrive professionally and personally.
Workplace Data Administrator
Workplace / Corporate Real Estate / Facilities Management
Function
Workplace / Corporate Real Estate / Facilities Management
Department
Workplace Management / Real Estate Operations
Reporting To
Workplace Data Manager / IWMS Manager / Space Management Lead
Job Level
Workplace Data Administrator
Location
Gurgaon, Haryana
Employment Type
Role PurposeThe 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 stake holders: 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 RelationshipsInternal· 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 ExperienceEssential· 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.
QualificationsA 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 AccountabilityThe 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 ScopeProvides 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
If this job description resonates with you, we encourage you to apply even if you don’t meet all of the requirements below. We’re interested in getting to know you and what you bring to the table!
Personalized benefits that support personal well-being and growth:
JLL recognizes the impact that the workplace can have on your wellness, so we offer a supportive culture and comprehensive benefits package that prioritizes mental, physical and emotional health.
About JLL –
We’re JLL—a leading professional services and investment management firm specializing in real estate. We have operations in over 80 countries and a workforce of over 102,000 individuals around the world who help real estate owners, occupiers and investors achieve their business ambitions. As a global Fortune 500 company, we also have an inherent responsibility to drive sustainability and corporate social responsibility. That’s why we’re committed to our purpose to shape the future of real estate for a better world. We’re using the most advanced technology to create rewarding opportunities, amazing spaces and sustainable real estate solutions for our clients, our people, and our communities.
Our core values of teamwork, ethics and excellence are also fundamental to everything we do and we’re honored to be recognized with awards for our success by organizations both globally and locally.
Creating a diverse and inclusive culture where we all feel welcomed, valued and empowered to achieve our full potential is important to who we are today and where we’re headed in the future. And we know that unique backgrounds, experiences and perspectives help us think bigger, spark innovation and succeed together.
