Workplace Services Systems Administrator

Taylor Wessing

Taylor Wessing is a global law firm that serves the world's most innovative people and businesses. Deeply embedded within our sectors, we work closely together with our clients to crack complex problems, enabling ideas and aspirations to thrive. Together we challenge expectation and create extraordinary results. By shaping the conversation in our sectors, we enable our clients to unlock growth, protect innovation and accelerate ambition.

With 1200+ lawyers, 300+ partners, 28 offices and 17 jurisdictions we are looking to expand our Workplace Services  team, with the addition of a Workplace Services Systems Administrator.

The opportunity for you

The Workplace Services Systems Administrator is an exciting new role created in our Workplace Services team. The position is pivotal as we implement Service Now for Workplace Service Delivery (WSD) to enhance our management of facilities operations, space, assets and maintenance.

If you are passionate about leveraging technology to improve operational efficiency of properties this is the role for you. Service Now is considered cutting-edge in the field of enterprise technology and are working to develop advanced technologies like generative AI (GenAI) into the platform.

We are looking for someone who can help us to establish the recently rolled out Service Now WSD core offerings of space management, case management and visitor management and to help us with the next phase of work to design and roll out, reports and dashboard creation, asset tracking, maintenance management, and tracking and monitoring of costs.

If you have an interest in automating tasks and streamlining operational workflows, and the creation of reporting to provide data driven insights to inform strategic planning and resource allocation, this is a great opportunity for you.

Key responsibilities

Overseeing the CAFM system and proficient in its application, ensuring it meets the needs of the organisation, including efficient and effective administration and regular updates and maintenance.

Works with an ethos of continuous improvement, optimising system effectiveness and supporting, development and training those using systems and software as required.

Key responsibilities

• Data management: Ensure the accuracy and integrity of data within the CAFM system, regularly updating and maintaining the asset database. Develop and implement reports and dashboards for data management and analytics, ensuring accurate data collection and analysis.
• Stakeholder Management: Responsible for liaison with the workplace services team coordinate any updates through additions, deletions, software updates or other changes as necessary or required to keep the data stored on it accurate and relevant. Present data findings and reports to stakeholders, facilitating informed decision-making across the firm.
• Project Management: Leading or supporting facilities CAFM projects, from planning to execution, ensuring they are completed on time and within budget.
• Product backlog management: Manage and prioritise the Service Now Workplace Service Delivery product backlog based on evolving requirements to ensure the most critical tasks are addressed first.
• Progress monitoring: Continuously monitor and evaluate the CAFM product progress at each stage of the development process to ensure milestones are met.
• Product creation oversight: Oversee all stages of product creation for Service Now Workplace Service Delivery, including design and development. Conduct final reviews to ensure quality and compliance before releasing the product to customers.
• Reporting and performance monitoring: Generate comprehensive reports on key metrics such as space utilisation, asset performance, maintenance activities, and cost tracking.
• Strategic planning: Use data analytics to support strategic planning and resource allocation, providing actionable recommendations to improve efficiency and reduce costs.

Knowledge, skills and experience

• Proficiency with ServiceNow Workplace Service Delivery module or other CAFM/ booking software systems (e.g. Concept FSI, Maximo, Condeco)
• Experience working with Facilities, H&S teams is desired
• Strong analytical skills to analyse complex data sets with a focus on data accuracy and quality assurance and extract meaningful insights.
• Reporting expertise in creating detailed and visually appealing reports using various tools and software, experience in Service Now, Power BI or Tableau is preferred
• Exceptional attention to detail to ensure data accuracy and reliability.
• Technical experience with data analytics tools and software, proven strong MS office skills, particularly Excel which must include advanced functions & formulas, Power BI, Power Query, statistical data analysis, pivot tables, complex data manipulation, creation of dynamic dashboards, and automation of processes to drive data-driven decision-making
• Stakeholder management: Strong skills in managing stakeholders and communicating effectively across all levels of the organization.
• Decision-Making: Demonstrated ability in product idea and backlog management.
• Collaboration: Ability to work collaboratively with cross-functional teams and influence without direct authority.

Personal Attributes

• Commitment to delivering high-quality service and support to internal and external stakeholders.
• Tech savvy with a keen interest in technology and systems operations, with a willingness to learn and implement new tools.
• Adaptable: Flexibility to adapt to changing requirements and environments.
• A positive and professional attitude that fosters a collaborative, supportive and productive workplace.

Benefits

Here are a select few benefits that Taylor Wessing offer; 

• Hybrid working (Offering the opportunity to work remotely, while maintaining a social boundary by working from our award-winning offices for 3 days a week) 
• Holiday (Our basic annual holiday entitlement starts at 25 days, with a further discretionary day of paid leave in December. You may also purchase up to five extra days each year (pro rata). 
• Enhanced Maternity and Paternity leave (After one-year service, you are entitled to up to 26 weeks leave full pay if you or your partner give birth or adopt a child). 

Along with these there are many more benefits we offer, with the addition of a comprehensive flexible benefits package available. 

Our culture

Nurturing a diverse, inclusive culture allows all of our talent to flourish, sparks creativity and powers innovation.  We continue to build a team that exemplifies inclusivity and reflects the firm's core values: creative, excellence, integrity, responsible, respect and team.  We value and celebrate the differences in who we are, what we have experienced and how we think, so all candidates will be treated fairly regardless of age, caring responsibilities, disability, gender identity, marital status, neurodiversity, pregnancy, race, religion or belief, sex, sexual orientation and socio-economic background.

The way we work

At Taylor Wessing, we never settle for average. We're creative thinkers, problem solvers and continuous learners who excel at what we do and believe our best work is still ahead of us. We are a firm that's large enough for you to achieve your ambitions, but connected enough to be a true community.

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