Job Overview
We are seeking an organised and proactive PPM Operations Coordinator to join our growing team. This is a key role responsible for coordinating Planned Preventative Maintenance (PPM) activities, supporting engineering teams, ensuring compliance requirements are met, and delivering an exceptional customer experience.
The successful candidate will work closely with engineers, customers, and internal departments to ensure maintenance activities are completed safely, efficiently, and within agreed service levels.
Responsibilities
Planned Maintenance Coordination
- Coordinate and manage Planned Preventative Maintenance schedules across multiple client sites.
- Schedule maintenance visits with engineers and customers to maximise efficiency and minimise travel time.
- Raise, monitor, and close maintenance work orders within agreed timescales.
- Manage maintenance calendars and resource allocation.
Engineering Team Support
- Act as the main point of contact for PPM engineers.
- Provide day-to-day operational support and guidance to ensure high standards of service delivery.
- Support engineer performance through regular engagement and reviews.
Compliance and Health & Safety
- Ensure all required safety documentation is completed and available, including RAMS, permits, and training certifications.
- Submit RAMS to customers prior to works commencing.
- Maintain compliance records within the job management system.
Job Management and Quality Control
- Maintain accurate records within BigChange and other company systems.
- Review engineer job sheets to ensure all information, including photographs, parts used, and site data, has been completed correctly.
- Verify timesheets and supporting documentation before jobs are closed.
- Progress completed jobs through workflow stages to support prompt invoicing.
- Prepare and issue quotations for remedial works identified during PPM visits.
Customer Service and Communication
- Maintain professional communication with customers regarding scheduled visits, progress updates, delays, and job completion.
- Manage customer portals, ensuring engineer attendance and job statuses are updated accurately.
- Ensure customer enquiries received via telephone and shared inboxes are responded to within agreed service levels.
Operational Support
- Support new customer onboarding, including completion of account documentation.
- Participate in the out-of-hours support rota when required.
- Assist with day-to-day operational activities as directed by management.
Fleet and Asset Management
- Monitor company vehicle compliance and maintenance.
- Manage van stock levels and undertake periodic spot checks.
- Ensure tools and equipment remain compliant, including PAT testing requirements.
Financial and Commercial Support
- Ensure completed jobs are processed accurately to enable invoicing within company targets.
- Support operational efficiency and cost control initiatives.
Essential Skills and Experience
- Previous experience in a facilities management, maintenance coordination, or service scheduling role.
- Strong understanding of Planned Preventative Maintenance processes.
- Experience using job management systems (BigChange experience desirable).
- Excellent organisational and time management skills.
- Strong customer service and communication abilities.
- Ability to prioritise workloads and work effectively under pressure.
- Good working knowledge of Microsoft Office applications.
Desirable
- Experience within the industry.
- Knowledge of health and safety requirements, including RAMS and permit-to-work systems.
- Experience managing customer portals and compliance documentation.
What We Offer
- Competitive salary based on experience.
- Opportunities for professional development and career progression.
- Supportive and collaborative working environment.
- Company pension scheme.
- Holiday entitlement.
- Additional company benefits.
If you are an organised and customer-focused professional looking to develop your career within a fast-paced maintenance environment, we would love to hear from you.
Apply today to join our team as a PPM Operations Coordinator.
Pay: From £33,000.00 per year
Benefits:
Work Location: In person
