Maintenance Administrator

Job Reference: /PG/28-02/1089/20

Job Title: Maintenance Administrator

Location: Seaforth House, Barrie Road, Hillington, Glasgow

Salary: Competitive

Hours per week: Monday to Friday - 37.5 hours per week

Business Overview

Atalian Servest and OCS have merged to create a new organisation, the OCS Group UK & Ireland. We are a leading facilities management company providing a range of both standalone and integrated services including cleaning, catering, security, technical services, energy management and compliance, front of house, landscaping, logistics, waste management and pest control services. The company has a turnover of £1.5bn and operates across the UK and Ireland with 50,000 colleagues delivering innovative award-winning services to the private and public sectors and supporting the local communities in which it operates.

Role Overview

We are currently recruiting for a Maintenance Administrator to join our passionate and driven team based at our Seaforth House, Barrie Road, Hillington, Glasgow

The role will support the Planned Maintenance Manager in generating Planned Maintenance, monitoring tasks to completion and updating the client asset register or asset information model through the life of a contract.

The successful candidate will coordinate the collection of required data and ensure that the PPM loaded into the CAFM is enough to meet all statutory compliance and contractual obligations. They will also coordinate with subcontractors and internal delivery teams to ensure that all information is in place, accurate and up to date ahead of all deadlines.

Benefits

• Informal hybrid / flexible working arrangements
• 25 days holiday + bank holidays
• Free fruit in our offices
• Employee Referral Scheme (if you refer a successful candidate to one of our vacancies)
• Wide range of retail discounts
• Regular social and charity events held in our offices
• Get involved in charity events in the local community

Wellbeing

• Discounted gym membership
• Eye test £25 voucher and up to £100 towards glasses
• Join our Cycle to Work scheme via salary sacrifice
• Access to “CHROMA”, our internal colleague-led diversity and inclusion community – join a committee or take part in our D&I initiatives and events
• Access to internal Mental Health First Aiders

Career development and recognition

• Immediate access to “Opportunity” our internal Learning and Development platform
• Required professional membership fees paid for
• Opportunity to win monthly Atalian Servest Superstar Awards
• Long service awards

Key Responsibilities:

• To support the Planned Maintenance Manager to ensure that all properties & assets have the required level of planned maintenance and remain compliant.
• Maintain a robust and accurate asset database or asset information model across all client portfolios.
• Lead the creation or update of asset lists and PPM planners for client contract mobilisation and change
• Work with Nominated Operations Manager to align the PPM planners, group assets and service dates to promote future efficient delivery of PPM.
• Ensure compliance with Atalian Servest Technical Services Quality Management System and be instrumental in implementing the procedures and instructions.
• Ensure Work Instructions are up to date with the contract requirements
• Create PPM completion targets and display continuous improvement regarding this.
• Ensure timely feedback of updates and information for the client

Technical

• Compiling monthly planned maintenance tasks and loading to Concept CAFM systems
• Creating asset change templates to maintain accurate site asset lists

People

• Build relationships and collaborate with internal field engineering, helpdesk, management and central teams

Customer

• Produce reports and data exports on request and respond to client requests
• Liaise with all internal and external teams in order to provide excellent customer service

Planning & Organising

• Work proactively to ensure operational teams have all information in place to undertake contract work
• Proactively undertake work to improve system administration, efficiency and quality.

Commercial / Financial

• Support the preparation and implementation of contract variations
• Compile information necessary to make claims on commercial entitlement

Team

• Support the subcontractor administrators and resource co-ordinators in ensuring all necessary work orders are available and issued to the necessary teams to undertake work

Health & Safety

• Ensure estate compliance for planned maintenance services within the contract
• Support internal and external audit teams in evidencing work completed and ensuring the safe delivery of future works

About You:

• Applicants must have the right to work in the UK
• Experience in FM / Building Services industry ideally
• Application and configuration of CAFM systems, ideally Concept Evolution and/or Maximo training provided
• High level of Excel skills needed - you may be asked to undertake a competency test
• Understanding of contract delivery and commercial implications
• High attention to detail
• Methodical and procedure approach to problem-solving
• Patient approach to work and communication style
• Collaborative with stakeholders from different teams and organisations

How to apply

If you are interested to join a business that encourages professional development, career progression and the chance to work with inspirational people then please click apply!

Alternatively, if you know someone whom you feel would be a good fit for this vacancy, click the link below to refer them and you could win u