PPM Administrator

Job Description

Reference: /AA/22-11/1017/19Job Title: PPM AdministratorSalary: Competitive Working Hours: Monday to Friday - 08:00 - 16:30 - 37.5 hours per weekLocation: GlasgowBusiness OverviewAtalian 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 servicesto 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!Your primary responsibilities will include:

• 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 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 CAFM 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.
• Any other administrative work as required.

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

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 applyIf 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!