Senior PPM Administrator - UoP

Key Responsibilities Include
(but not limited to):

Forward planning and delivery control

• Maintain a rolling three-month PPM plan, reviewing due dates, site access, resource availability and subcontractor capacity.
• Issue PPM jobs to subcontractors in sufficient time for delivery and confirm scope, required documentation and target dates.
• Lead the monthly PPM planning meeting with the Field Manager, documenting decisions, actions and risks.
• Provide daily task guidance and quality support to the PPM Administrator without assuming formal line-management responsibility.

Systems, compliance and asset accuracy

• Review asset updates and changes, verify supporting information and ensure agreed changes are reflected accurately in the relevant systems.
• Monitor PPM by-date performance, missed work assignments and booking status; challenge overdue actions and escalate emerging compliance risks.
• Review outstanding paperwork, client references and subcontractor documentation and ensure owners and recovery dates are identified.
• Coordinate compliance evidence and support internal compliance meetings with Howard.

Daily controls

• Review shared inbox and ensure enquiries are actioned or allocated.
• Check missed work assignments.
• Complete PPM by-date checks.
• Review booking-in report and verify the PPM Administrator is completing bookings and confirmations.
• Review and progress asset updates and changes.

Weekly controls

• Complete PO/VO variation round-up and escalate unresolved or significant items to the Contract Support Supervisor.
• Review BMS PPM worksheets.
• Complete ready-for-pick-up checks.
• Review remedials-issued report.
• Review awaiting-paperwork report.
• Review awaiting-client-reference report.
• Review awaiting-subcontractor-paperwork report.
• Attend internal compliance meeting with Howard and track resulting actions.

Monthly controls

• Review aged PPMs by date, agree recovery actions and escalate exceptions.
• Lead planning meeting with the Field Manager and maintain the three-month forward plan.

Knowledge, Experience and Skills:

Essential

• Strong organisation, attention to detail and ability to manage competing deadlines.
• Strong understanding of PPM, reactive, and remedial workflows
• Knowledge of PPM certification, statutory compliance and subcontractor workflows.
• Confident written and verbal communication with colleagues, clients and subcontractors.
• Good Microsoft Office skills, especially Outlook and Excel.
• Ability to work accurately with CAFM records, reports and supporting documentation.
• Experience coordinating PPM programmes and interpreting compliance and exception reports.
• Ability to prioritise, guide colleagues and escalate risks with clear recommendations.

Desirable

• Experience in Hard FM, planned maintenance or a contract support environment.
• Experience with Planon, Concerto or similar CAFM systems.

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