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Portfolio & Project Management (PPM) Data Administrator
Working Hours
Monday to Friday, 08:00 to 16:30
Job Purpose
The PPM Data Administrator will support the PPM Data Team in developing asset registers and planned maintenance schedules for both new and existing client contracts.
The successful candidate will:
- Ensure all PPM data loaded into the CAFM system meets statutory compliance and contractual requirements.
- Establish and maintain PPM arrangements prior to the mobilisation of new contracts.
Key Responsibilities
Technical
- Upload asset registers from asset surveys to the Concept CAFM system and generate planned maintenance schedules.
- Create PPM for all assets as required by contract, adhering to regulatory requirements and best practice.
- Maintain asset information in line with OCS Asset Information Requirements or the client’s specific requirements.
- Ensure sufficient PPM aligns with statutory and contractual requirements.
- Implement efficient maintenance schedules by grouping tasks and organising labour loading disciplines.
- Keep SFG20 instruction sets updated to the latest version.
- Support the Asset and Lifecycle Manager in managing, progressing, and resolving:
- Planned maintenance risks
- Statutory/regulatory compliance risks
- Contractual compliance risks
- Review bid and pricing data, implement PPM schedules, and assess commercial risks.
- Review asset data for integrity and implement change control processes for contracts.
- Enforce governance rules to prevent unauthorised changes to PPM schedules and asset registers.
- Manage queries or changes in planned maintenance programmes.
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People
- Establish collaborative relationships with:
- Account teams
- Engineers
- Subcontractors
- Liaise with operational management and leadership to resolve issues as required.
Customer
- Liaise with customers directly where necessary to deliver best practice approaches.
- Support customers in implementing contract-specific requirements and operational needs.
Planning & Organising
- Support contract and regional teams in assembling an efficient and lean maintenance plan.
- Manage priorities appropriately and escalate through correct channels as needed.
Commercial/Financial
- Implement full contract requirements and raise commercial risks to management.
- Assist with KPI reporting through the PPM Plan and tasks.
Team
- Support the compliance administration team in:
- Updating PPM work orders
- Updating PPMs
- Updating assets
- Train and support users of Concept as a nominated superuser.
Health & Safety
- Maintain a hazard register for:
- Contracts
- Buildings
- Assets
- Locations (in Concept), with support from the QHSE team.
Essential Hiring Criteria
- Proven experience in building services/facilities management.
- Proficiency in Microsoft Office software packages.
- (Desirable) Experience in maintenance planning or compliance roles.
- (Desirable) Trade experience or degree in engineering.
- High attention to detail and methodical approach.
- Pride in own work quality and adherence to the business standards.
- Enthusiasm for maintenance, asset management, technical compliance, and safety.
- Strong customer focus and sensitivity.
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About OCS UK & Ireland
OCS UK & Ireland is a leading facilities management company, employing over 50,000 colleagues with a turnover exceeding £2 billion. Our areas of service include facilities management, hard services, cleaning, security, and catering.
Our mission: To make people and places the best they can be for colleagues, customers, and communities.
Our values are rooted in TRUE – Trust, Respect, Unity, and Empowerment.
Applying for the Role
OCS offers professional development, career progression, and opportunities to work with inspirational people.
We are an equal opportunities employer and value a diverse workforce. Applications are welcome from all individuals regardless of race, gender, nationality, religion, sexual orientation, disability, or age.
For details on how to apply, please visit the application page. Consider signing up for job alerts to receive notifications for new vacancies.
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