PPM Coordinator

Days of Working: Monday to Friday 08:00 to 16:30

As part of your role, your key responsibilities will include, but are not limited to:

• 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.

What are we looking for?

• 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.
• Line management experience
• Understanding of planned preventative maintenance and compliance implications
• 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.

OCS UK & Ireland is a leading facilities management company with 50,000+ colleagues and a turnover in excess of £2bn. We deliver innovative, award-winning services within facilities management, hard services, cleaning, security and catering.

Our mission is to make people and places the best they can be for our colleagues, customers and the communities we serve. Our commitment to doing business the right way is rooted in our TRUE values - Trust, Respect, Unity, and Empowerment.

Why Work for OCS?

✅Award-Winning Employer: Ranked 36th on Glassdoor’s Best Companies to Work For 2025 — we value and motivate our people.

🚀Digital Learning: The OCS Academy offers digital courses and resources to help you build skills and grow your career.

🙂 Retail Perks With our Hapi app, you can gain access to exclusive discounts, rewards and wellbeing resources.

📝Professional Growth: 600+ live learners across UK&I — Empowering colleagues with further development and qualifications!

💰Flexible Pay: Access a portion of earned wages before payday with our Wagestream App! (Contract Specific)