Technical Services Administrator

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 Technical Services 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.

Responsibilities

• Ensure all PPM jobs are accurately generated and maintained within Planon, including correct job data, client references, status, 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 client systems and Planon, 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.

Qualifications

• Excellent attention to detail
• Ability to prioritise and work under pressure
• Excellent problem solving and decision-making skills
• IT literate with strong Microsoft Word and 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

Desirable Qualifications

• 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

Benefits

• 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 plan
• Enrollment into our pension scheme
• Refer a friend reward scheme – worth £750 per referral