Space Data Administrator

at CBRE in Montpelier, Vermont, United States

Job Description

Space Data Administrator

Job ID




Service line

GWS Segment

Role type


Areas of Interest

Workplace Strategy


Remote – US – Remote – US – United States of America


The purpose of this position is to manage space and occupancy planning data and provide data mining/analysis, reporting and interpretation in an effort to insure recommendations and proposed solutions for a client’s occupancy needs are supported with a high level of data accuracy. To insure financial interpretation (allocations) of data is accurate.


Manage and analyze IWMS space data to insure it accurately reflects current occupancy, layout, and attributes of each building. Perform audits, and other activities as needed, to ensure accuracy of employee data. Confirm accuracy of IWMS space information through regular audit of data for “unapproved” exceptions.

Prepares professional supporting documentation in a variety of formats. Strong decision-making in the understanding of policies and procedures to achieve results, meet deadlines, and complete deliverables.

Collaborate with other members of the Space Planning, Site Strategy and Projects Teams and provide data, ad hoc/routine reports and analysis as needed to support space planning and move projects. Analyze and track the client’s portfolio data using reporting from available data bases.

Ensure accuracy of employee and space data. Perform and document space, occupancy and/or lab audits on schedule, and submit updated AutoCAD drawings to CAD team (theater driven).

Makes recommendations to Management on necessary space planning code changes and/or requirements and updates. Acts as a single point of contact for relevant systems/processes in subject teams and day-to-day functions. (theater driven)

Develop ad-hoc analytics and reporting based on analysis of existing data sources, utilizing a variety of tools (i.e. IWMS, Rifiniti, Tableau, Service Insight, Smartsheet). Develop data structures and pipelines to organize, collect, cleanse, and standardize data in order to generate insights and address reporting needs. Support the development and issuing of reports as directed. Define data requirements.

Gather and validate information, using judgment and statistical tests. Identify opportunities to maximize data usage, applying modeling and optimization methods to develop new strategies and improve business performance.Identify and troubleshoot data integration and integrity issues in cooperation with the appropriate CBRE business units; designs work flows and procedures.

Attend meetings to report data, occupancy related issues, requirements, challenges and opportunities. Assist in documenting and reporting of key metrics (e.g. space utilization, space allocation, etc.).Interface with various departments and partners with facility customers and staff as a resource and peer.

Manage assigned work orders (SLA compliance). Service Insight Work Orders – manage and/or triage, redirect client requests to appropriate resource if needed. Input work orders as needed.

Perform various system administrator actions within, but not limited to the: Location Tool, Lab Contact Tool, and Calendar Resource Manager. Provide Conference Room support and serve as CEC contact for conference room inquiries. Also, complete duties, as needed, for OVLA Lease Administration.

Perform other duties as assigned.


No formal supervisory responsibilities in this position. Provides informal assistance such as technical guidance, and/or training to coworkers. Coordinates and assigns tasks to co-workers within a work unit and/or project.


To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.


HS Diploma required, Bachelor’s (4-year degree) preferred.

4-6 years prior experience in Data Administration, Facilities Management, Occupancy Planning, Space Planning.

AutoCAD drawing experience is preferred. CAFM software experience is preferred.




Excellent written and verbal communication skills. Strong organizational and analytical skills. Ability to provide efficient, timely, reliable and courteous service to customers. Ability to effectively present information.


Requires knowledge of financial terms and principles. Ability to calculate intermediate figures such as percentages, discounts, and/or commissions. Conducts basic financial analysis.


Ability to comprehend, analyze, and interpret documents. Ability to solve problems involving several options in situations. Requires intermediate analytical and quantitative skills.


Proficient in MS Office. Knowledge of Excel Pivots. IWMS/CAFM system super-user capability. Proficiency in Tableau is preferred.


Decisions made with thorough knowledge of procedures and company policies to achieve set results and deadlines. Responsible for setting own project deadlines. Errors in judgment may cause short-term impact to co-workers and supervisor.

CBRE is an equal opportunity/affirmative action employer with a long-standing commitment to providing equal employment opportunity to all qualified applicants regardless of race, color, religion, national origin, sex, sexual orientation, gender identity, pregnancy, age, citizenship, marital status, disability, veteran status, political belief, or any other basis protected by applicable law.

NOTE: Some, but not all, of our positions may have an additional requirement to comply with COVID-19 health and safety protocols, including COVID-19 vaccination proof and/or rigorous testing. If you have questions about the requirement(s) for this position, please inform your Recruiter.

CBRE, Inc. is an Equal Opportunity and Affirmative Action Employer (Women/Minorities/Persons with Disabilities/US Veterans)

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Job Posting: JC214476966

Posted On: May 26, 2022

Updated On: Dec 03, 2022

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