PPM Administrator

OCS Group UK

Reference: /AA/26-02/1086/4

Job Title: PPM Administrator

Salary: Competitive

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 managementcompany with a reputation for excellence?

We are currently recruiting for a PPM Administrator to join our passionate and driven team in Glasgow

The role of the PPM Administrator function is to support the with administrative duties covering PPM activities in order to enhance customer satisfaction.

A key function of this role is updating CAFM systems with updates in relation to job activity.

Your primary responsibilities will include:

Brief description of the role and responsibilities

• Ensure clear and concise quality updates reflecting true job progression are being used.
• Prioritise numerous competing tasks; continuously monitoring the progress of work, closing out completed tasks whilst communicating any delays to the relevant people.
• Effectively manage a significant workload in a fast-paced environment.
• Work in conjunction with the Operations/Delivery Managers to ensure seamless management and delivery of contracts.
• To assist in keeping PPM WIP levels on contracts to a minimum by ensuring timely completion of jobs.
• Ensure any interactions with all customers reflect 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 are planned in on schedule and update the CAFM system with attendance information
• Support with raising purchase orders within the system for materials or subcontractors to complete follow-up works on time, ensuring costs and contract thresholds are adhered to
• Ensure all engineer paperwork is quality-checked and uploaded as required.
• Manage and organise multiple mailboxes.
• Any other administrative work as required.

Main duties and responsibilities will include (but are not limited to):

• Customer
  • 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.
• Planning & Organising
  • Produce relevant information and updates required for inclusion in client/contract reports.
  • Manage internal email mailboxes within SLA.
• Commercial / Financial
  • Mitigate risk against performance penalties for failures by ensuring all tasks are updated timely, and in line with contractual requirements.
  • Jeopardy Manage specific tasks in line with SLAs/KPIs in order to reduce financial penalties.
  • Ensure purchase orders are raised accurately.
• Team
  • Work together with wider teams including supervisors, managers and directors in order to achieve collaboratively.
  • Support manager with updates as and when required
  • Work closely with commercial admin team in order to speed up the job lifecycle.
• Health & Safety
  • 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

About You:

• Applicant must have the right to work in the UK

Experience and Qualifications

• Experience of working within a facilities management helpdesk is advantageous.
• Strong administrative experience essential.
• Good understanding and experience of Microsoft Office software packages and general IT knowledge.
• Experience in using CAFM or other management systems preferable.
• Understanding of PPM and facilities management is advantageous.

Personal Attributes

• Self-motivated and enthusiastic.
• Excellent & articulate communication skills.
• Organisation and time management.
• Ability to work under pressure and to tight deadlines.
• Demonstrate good team working ability.
• High attention to detail and accuracy vital.

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!