Planned Maintenance Administrator

Permanent / 40 hours per week (Monday – Friday)

Salary band: Up to £26,000, (subject to knowledge and experience)

Location: Based in Whiteley

This role involves the coordination and management of planned maintenance visits. Ensuring they are completed, and relevant documentation is checked and updated on the client database.


The Planned Maintenance Administrator will update and maintain client asset information and records as well as support the wider team to ensure the smooth running of the department.


The Planned Maintenance Administrator is the first point of call to engineers, contract managers, external contractors and clients to resolve issues/queries within a timely manner.



Key Responsibilities Include
(but not limited to):

• Update and maintain assets & records ensuring all required documentation is completed and uploaded to Corrigenda’s and the client CAFM system in a timely manner
• Update client CAFM systems with work update for in house and sub-contracted works as required to produce client monthly reports
• Schedule in-house engineers and specialist subcontractors to attend jobs, arranging access requirements directly with site and populating the resource planner
• Liaise with contract managers, engineers, and external contractors to ensure that paperwork and reports are received on time and completed to the correct standard
• Reviewing the accuracy of the maintenance plans and ensuring jobs/orders have been raised correctly
• Assist with providing accurate information for management reports
• To support the handling and logging of client requests via telephone or email
• Raise purchase orders for materials and subcontractors
• Assist with other work activities when required and provide team cover during holidays/sickness
• Any other tasks, within capabilities, as instructed by line manager

Knowledge, Experience and Skills:

• Excellent attention to detail
• IT literate – must be confident in all Microsoft Office Packages particularly Excel
• Ability to prioritise and work under pressure
• Ability to work as part of a small team to become a ‘Team Player’ whilst demonstrating initiative and ability to work independently
• Previous experience in using CAFM systems for call handling and task logging
• Previous experience in quality assurance and/or compliance
• Excellent written and verbal communication skills
• Confident when speaking on the phone
• Previous experience working in a facilities role


• Basic salary £22,000 – £26,000 (subject to knowledge and experience)
• Company annual performance related bonus
• Company pension
• 31 days’ holiday (including bank holidays)
• Employee Assistance Programme
• BUPA Cashplan