Planned Maintenance Administrator – Portsmouth City Council

Planned Maintenance Administrator – Portsmouth City Council

FULL TIME – 40 HOURS

Salary: Competitive Salary (Subject to knowledge and experience)

Location: Portsmouth City Council – Civic Centre

About Corrigenda Ltd

Corrigenda is a trusted provider of facilities management and building maintenance services across the South of England. With a strong reputation for reliability, quality, and personal service, we’ve proudly supported public and private sector clients for over two decades.

As part of the Apleona Group, a leading European real estate and facility management organisation, we combine local expertise with the strength and innovation of a major international group. This partnership enhances our ability to deliver smarter, more sustainable solutions, while staying true to our core values of professionalism, respect, and long-term commitment.

Joining Corrigenda means becoming part of a team that values traditional craftsmanship, invests in its people, and looks ahead to a bright, innovative future in facilities management.

Job summary

Due to continued growth, Corrigenda are looking to recruit an enthusiastic Planned Maintenance Administrator. 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 updates 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
• 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:

Essential

• 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
• Excellent written and verbal communication skills
• Excellent telephone skills

Desirable

• Experience in using CAFM systems for call handling and task logging
• Experience in quality assurance and/or compliance
• Experience working in a facilities role

Package:

• Competitive Salary
• Annual Salary Review
• Overtime Opportunities
• 31 days holiday inclusive of bank holidays
• Extensive Learning & Development opportunities, including opportunities for progression.
• Employee Assistance Programme – Offering guidance and advice on Personal, Health, Legal and Financial queries.
• Bupa Cashplan – benefits covered include dental, optical, physiotherapy and a health & wellbeing.
• Enrolment into our pension scheme
• 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.

Due to the volume of applications, we receive, please be aware that if you do not hear from us within 2 weeks, your application would have been unsuccessful.