Ppm Coordinator
4 months ago
**Reference: /AA/22-11/1016/19**
**Job Title: PPM Coordinator**
**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 management company with a reputation for excellence?**
We are currently recruiting for a PPM Coordinator to join our passionate and driven team in Glasgow
An exciting role for a PPM Coordinator to join OCS to support the delivery of a national engineering contract.
The role involves planning & co ordinating delivery of statutory and critical maintenance tasks, overseeing to completion stage. Quality controlling inspection documents and raising corrective work requests to be actioned.
**Your primary responsibilities will include**:
- Line management of PPM administration team responsible for ensuring that PPM and statutory tasks are planned, resourced and completed in line with specific PPM contract and legislative requirements
- Guide and direct the team to cover daily workload - Set targets for the team and individuals, ensuring they are reviewed on a regular basis
- Manage quality of team CAFM input and ensure robust mailbox management
- 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.
- Ensure all engineer and supply chain paperwork is quality checked and uploaded as required.
- Liaise with the field team and third-party supply chain to ensure tasks planned in on schedule and chase up outstanding paperwork.
- Raise and track corrective works activity arising from PPM inspections.
- Complete asset changes in system following project or asset replacement activities.
- 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 contract.
- To assist in keeping WIP levels on contracts to a minimum by ensuring timely completion of PPM jobs.
- Ensure any interactions with all customers reflects positively on the company.
- Support with the scheduling of subcontractor work as and when required.
- 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.
- Updating internal CAFM system with updates.
- Weekly status reports on PPM progress and backlog
- Lead PPM administration team to ensure all PPM works updated to a high standard and drive backlog reduction to achieve a 95% completion SLA
- Any other administrative work as required.
**Customer**
- Provide reporting/updates to operational teams or others as necessary to demonstrate the fulfilment of contract requirements (circa 23000 PPM activities per annum)
- 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.
- Liaising with subcontractors to progress works through to completion within contract SLA’s and in line with legislative requirements
- Join weekly regional planning meetings to report on PPM progress, working with the team to schedule
**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 and compliance team in order to speed up the job lifecycle.
**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 Mic
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