PPM Administrator

PPM Administrator - University of Portsmouth

PPM Administrator

FULL TIME – 40 hours per week

Salary: Competitive (Subject to knowledge and experience)

Location: Halpern House, UoP

Job summary
To support the effective planning, coordination, and administration of Planned Preventative Maintenance (PPM) activities across multiple disciplines, such as Gas & Mechanical and Fire & Security. Acting as the dedicated administrative lead for assigned disciplines, this role ensures all PPM activities are accurately managed within Planon, delivered in line with compliance requirements, and aligned to client expectations.

The role is responsible for managing PPM workflows end-to-end within their disciplines, maintaining data accuracy, coordinating engineers and subcontractors, and ensuring all documentation and certification is completed and uploaded correctly. Working closely with the PPM Supervisor, engineers, subcontractors, and client stakeholders, the postholder will help ensure that all PPM activities are planned, tracked, and completed efficiently, while identifying and escalating any risks to compliance or service delivery.

Key Responsibilities Include (but not limited to):

• Ensure all PPM jobs are accurately generated and maintained within both internal and client systems, including correct job data, client references, statuses, and preparation for scheduling. Identify and elevate any discrepancies ahead of attendance.
• Coordinate the scheduling and delivery of PPM works across assigned disciplines, including allocating subcontractors, booking engineers, raising purchase orders, and confirming attendance with site contacts. Manage schedule changes in line with client requirements while maintaining compliance.
• Manage job completion processes, including chasing worksheets, uploading certification to internal and client systems, raising remedial works, and ensuring timely and accurate job closure.
• Monitor PPM performance through WIP and BI tools, proactively chasing updates, highlighting risks to delivery, and actioning queries in advance of meetings.
• Support reporting and commercial activities, including maintaining subcontractor POs, assisting with asset reconciliation, and preparing the PPM section of monthly client reports.
• Provide general administrative support, including helpdesk cover when required and coordinating specialist equipment for PPM works.

Knowledge, Experience and Skills:

• Excellent attention to detail
• Ability to prioritise and work under pressure
• Excellent problem solving and decision-making skills
• IT Literate with strong Microsoft Word, Excel skills and knowledge
• Ability to work as part of a small team and to be a" Team Player' whilst demonstrating initiative and ability to work independently
• Confident and professional telephone manner
• Excellent written and verbal communication skills
• Excellent listening and questioning skills
• Experience within a Hard FM or Facilities Management environment
• Understanding of PPM compliance requirements within facilities management.
• Experience supporting commercial processes such as purchase orders and reporting.
• Experience using BI/reporting tools

Package:

• Annual Salary Review.
• Employee Assistance Programme offering guidance and advice on Personal, Health, Legal and Financial queries.
• Bupa Cashplan, benefits covered include dental, optical, physiotherapy and health & wellbeing.
• Refer a friend reward scheme worth £750 per referral.

Corrigenda are proud to be an equal opportunities employer. We are committed to equal and fair treatment for all colleagues or potential colleagues irrespective of race, sexual orientation, nationality, ethnic origins, religion or belief, disability, age, gender, marital or family status.

Join us to be part of a diverse workforce that values collaboration, growth, and opportunity for all.

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