Facility Management Master Data Administrator (1 year temporary contract)

Job Description

As Facility Management Master Data Administrator, you will be responsible for maintaining accurate, complete, and standardized Facility Management master data within FM systems (e.g., Planon) and integrated systems (e.g., SAP). You will ensure that assets, contracts, preventive maintenance programs, supplier information, and financial data are configured correctly to support operational excellence, automation, compliance, and reliable reporting across all markets.

WHAT YOU’LL DO

Asset Lifecycle Data Administration

Support expansion projects by collecting, validating, structuring, and maintaining master data for new and existing facilities and assets.

Create, update, and decommission asset records, establish preventive maintenance schedules, and manage asset lifecycle closure activities related to store refurbishments and closures.

Ensure asset hierarchies, classifications, and standard attributes align with global standards through regular data quality reviews and corrective actions.

Contract Management & Financial Data Integration

Coordinate supplier onboarding activities, including vendor code requests, supplier setup, system access management, and maintenance of supplier and contract records.

Configure and update contract payment schedules, SLA structures, NTE limits, scope definitions, pricing structures, and associated financial details throughout the contract lifecycle.

Manage contract termination activities and ensure contract and supplier data supports accurate invoice processing and financial reporting.

Preventive Maintenance & Automation Enablement

Configure and maintain planned preventive maintenance (PPM) programs across the asset portfolio.

Maintain system data structures, routing rules, default mappings, coding logic, financial mappings, and integration master data supporting automated work order creation and invoice automation.

Investigate and resolve invoice exceptions while monitoring automation performance and identifying opportunities for efficiency improvements.

Data Governance & Continuous Improvement

Maintain adherence to global FM data standards, naming conventions, and governance requirements through regular audits of asset, contract, supplier, and maintenance data.

Support the development and maintenance of data management procedures and documentation.

Identify process improvements that enhance data quality, automation, and system performance, and contribute to system enhancements and testing activities.

Stakeholder Support & Training

Deliver practical training and guidance to Market Facility Managers and project teams regarding FM data requirements and processes.

Provide user support related to master data setup, maintenance, and data quality issues.

WHO YOU WILL WORK WITH

You'll be part of a global network of stakeholders, collaborating closely with C&F Systems Specialists, C&F Analysts, Product Managers, Global FM Strategists, and Category Leads for Hard and Soft FM to drive data quality and operational excellence across Facility Management.

You will also partner with Market Facility Managers, FM Vendors, and Finance/Accounts Payable teams, playing a key role in enabling efficient operations, automation, and continuous improvement across our markets.

WHO YOU ARE

We are looking for someone with:

Bachelor's degree in Facility Management, Business Administration, Real Estate, Engineering, Information Systems, or a related discipline.

2-3 years of experience in Facility Management, maintenance administration, master data management, contract administration, or a related operational support function.

Experience working with IWMS/CAFM platforms and ERP-integrated processes, including asset, supplier, contract, maintenance, and invoice-related data.

Experience managing large and complex datasets with a strong focus on data quality, governance, and lifecycle management.

Strong proficiency in Microsoft Excel; familiarity with SAP, SharePoint, and Power Platform is an advantage.

Experience supporting business users through system administration, issue resolution, training, and change adoption initiatives.

Knowledge of FM master data structures, preventive maintenance planning, contracts, SLAs, NTE configurations, and invoice processing workflows.

Strong attention to detail, communication skills, and the ability to build productive relationships with a variety of stakeholders.

Experience from retail, commercial real estate, multi-site operations, or exposure to system implementations, integrations, process improvements, or data migration projects is considered an advantage.

Additional Information

This is a fulltime permanent role based in Stockholm, Sweden.

If you believe your experience, skills, and ambitions align with this role, please submit your CV in English before 30th of September.

Diversity, Inclusion, and Innovation

At H&M Group, we're deeply committed to fostering a Diverse & Inclusive environment. We actively seek out qualified candidates regardless of race, gender, gender identity, sexual orientation, ethnicity, religion, national origin, disability, or age.

Our commitment to an inclusive workplace drives our dynamic and forward-thinking culture. Regardless of your background, origin, or preferences, your application is warmly welcomed. We value diverse perspectives and skills, and every applicant contributes to our vibrant, creative community. Join us and be part of the future we're building.

Our Offer

At H&M Group, you're not just joining a team – you're joining a value-driven culture and an expansive tech network. Enjoy perks like staff discount cards, flexible work arrangements, wellness benefits, parental support, and more. Here, you're encouraged to be yourself, experiment, and chart your own growth path. As you flourish, so do we, with opportunities to create tangible impacts and shape the future.

Additional Information

WHO WE ARE

H&M Group is a global company of strong fashion brands and ventures. Our goal is to prove that there is no compromise between exceptional design, affordable prices, and sustainable solutions. We want to liberate fashion for the many, and our customers are at the heart of every decision we make.