Ppm Administrator

Reference: /AA/22-11/1017/19

Job Title: PPM Administrator

Salary: £22,000

Working Hours: Monday to Friday - 08:00 - 16:30 - 37.5 hours per week

Location: Glasgow

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.

Would you be interested to join a leading facilities management company with a reputation for excellence

We are currently recruiting for a PPM Administrator to join our passionate and driven team in Glasgow! This role is 90% admin based and 10% phone based. The successful applicant will hold strong administration and IT skills.

Your primary responsibilities will include:

• Ensure clear and concise quality updates reflecting true job progression are being used.
• Produce relevant information and updates required for inclusion in client/contract reports.
• Provide reporting/updates to operational teams or others as necessary to demonstrate the fulfilment of contract requirements.
• Ensure client and internal systems are updated within set timescales throughout the life of the job.
• Respond to all customer chases/escalations within internal SLAs.
• Closing of tasks appropriately.
• Manage internal email mailboxes within SLA.
• Prioritise numerous competing tasks; continuously monitoring the progress of work, closing out completed tasks whilst communicating any delays to the relevant people.
• Work in conjunction with the Operations/Delivery Managers to ensure seamless management and delivery of contracts.
• To assist in keeping PPM levels on contracts to a minimum by ensuring timely completion of jobs.
• Ensure any interactions with all customers reflects positively on the company.
• Support with the scheduling of subcontractor work as and when required.
• Liaise with the field team and third-party supply chain to ensure tasks planned in on schedule and update system with attendance information.
• Support with raising purchase orders within the system for materials or subcontractors to complete follow up works in a timely manner, ensuring costs and contract thresholds are adhered to
• Ensure all engineer paperwork is quality checked and uploaded as required.
• Raise and track corrective works activity arising from PPM inspections.
• Chase missing paperwork from field team or third-party supply chain.
• Manage and organise multiple mailboxes.
• Updating internal CAFM system with updates.
• Manage specific tasks in line with SLAs/KPIs to reduce financial penalties.
• Promote best practice health and safety amongst colleagues, engineering teams, subcontractors, and client always. Escalate any perceived risks as necessary.
• Support in contract compliance with legislative requirements
• Ensure purchase orders are raised accurately.
• Any other administrative work as required.

About You:

• Applicant must have the right to work in the UK
• Strong administrative experience is essential.
• Good understanding and experience of Microsoft Office software packages such as word, excel, etc, and general IT knowledge.
• Self-motivated and enthusiastic.
• Excellent communication skills.
• Organisation and time management skills.
• Ability to work under pressure and to tight deadlines.
• Able to work well in a team.
• High attention to detail and accuracy.
• Experience in using CAFM or other management systems advantageous but NOT essential.
• Previous experience of working within facilities management is advantageous but NOT essential.

Benefits:

• Wide range of retail discounts
• Discounted gym membership
• Join our Cycle to Work scheme
• Access to “CHROMA”, our internal colleague-led diversity and inclusion community – join a committee or take part in our events
• Access to internal Mental Health First Aiders
• Immediate access to “Opportunity” our internal Learning and Development platform
• Required professional membership fees paid for
• Win monthly Atalian Servest Superstar Awards

How to apply

If you are interested to join a business that encourages professional development, career progression and entrepreneurial spirit, then please click apply and we will be in touch soon!