At Dalkia, we're driven by a shared purpose: tackling climate change and building a better, more sustainable future. We bring together talented people who share knowledge, challenge each other and grow together.
Backed by EDF, Britain's biggest generator of low carbon electricity, we're a people-first culture. With 5,000+ employees and £600m+ turnover, we combine the strength of a major group with a great culture, innovative mindset and inclusive values making Dalkia a great place to work and grow your career.
PPM Contract Support
Hours: Monday–Friday, 8:00am–5:00pm
Working Pattern: Fully site-based in Hammersmith
About the Role
Dalkia UK is looking for an organised, proactive and adaptable PPM Contract Support professional to join our team supporting the Imperial College London contract.
Reporting to the Lead Contract Support, you will provide day-to-day administrative support for all planned preventative maintenance activity, working closely with engineers, subcontractors, supervisors and the wider service delivery team.
This is a busy coordination role involving multiple activities and deadlines, so it would suit someone who is highly organised, takes ownership of outstanding actions and is confident building effective working relationships. You will join an established and supportive team where colleagues work collaboratively and develop knowledge across both PPM and reactive maintenance to provide cover when required.
Key Responsibilities
- Tasks: Ensure all PPM tasks are allocated to the correct resource including subcontractors in a timely manner whilst supporting the coordination for completion of the tasks.
- Assignments: Ensure that PPMs for the coming months are booked in by Contractors and Dalkia Engineers by minimum 1 month prior to PPM due month.
- Admin: Ensure all necessary electronic and paper records from resource are checked and uploaded to Planon/Dalkia internal systems in a timely manner to meet internal and customer deadlines.
- Access: Book in contractors and Dalkia engineers following ICL's Process, Permit to works to be displayed prior to access and car park bookings are made correctly in advance.
- Planon: Ensure that all service reports and documentation is uploaded to the CAFM system, in accordance with SFG20 and Dalkia company guidelines.
- Planon job Closures: Ensure that all PPMs are completed on Planon in accordance to SFG20 and Admin completion guidelines are followed. Technically completion status to go to Administratively completed status by 6th Working day of the following month.
- Follow up works: Ensure that all defects/remedials are raised on the back of the PPM and that the Planon number is visible within the notes.
- Reporting: Ensure internal reports are created and sent by the deadline required.
- Financials: Assisting the Lead Contract Support with logged invoices and queries.
- Outstanding jobs: Ensuring all tasks are completed by both internal and external resource by the completion deadline and chase for paperwork/evidence to be uploaded to the relevant systems.
- Meetings: Attend where necessary and take responsibility for appropriate actions – at client meetings, working closely with the service delivery team and other colleagues to resolve requests and issues as quickly and efficiently as possible. Working as a team to ensure business and contractual deliverables are achieved, supporting other colleagues to meet operational requirements.
- Collaborate working: To raise Subcontractor orders alongside Supervisor guidance for remedials following PPMs.
- Helpdesk Puzzel: To be logged in from 08:00–17:00 (minus lunch break). Ensure all calls are answered within 15 seconds and to follow the call answering guide to ensure consistency and reliability.
- Shared Inbox: Monitor share (admin2) inbox, ensuring that all emails are answered within a timely manner and where required, usage of colour coding for other team members is utilised correctly.
- Customer Service: Deliver exceptional service standards to meet client & service partner expectations and ensure all operational difficulties are resolved with the supporting management team.
- Communication: Communicate closely, share information and updates regularly with all team members, the client and end users to support the drive for service improvement across the contract.
- Sickness & Annual Leave: To cover for other team members in their absence where required. This could be Reactive or PPM.
- Learning & Development: Take responsibility for your own learning and development activities supported by your line manager and the Performance & Development Review.
- Support operational managers/supervisors in the contractual deliverables for the client.
- Carry out any reasonable request/activity to support the business and its operations.
Person Specification
The ideal candidate will be organised, proactive and comfortable working within a busy administrative and operational environment.
They will demonstrate:
- Strong organisational skills and the ability to manage multiple priorities and deadlines.
- Excellent customer service, communication and relationship-building skills.
- Strong attention to detail and the ability to maintain accurate records.
- A proactive approach to following up outstanding actions and documentation.
- The ability to work independently, use initiative and take ownership of tasks.
- A positive, adaptable and team-focused approach.
- Confidence working with different colleagues, including engineers, subcontractors and operational teams.
- A willingness to learn and develop their knowledge of PPM and reactive maintenance processes.
Benefits
- 23 days holiday increasing with length of service, plus Bank Holidays + birthday off, + option to purchase additional 5 days
- Life Assurance
- Pension scheme
- Private medical insurance (after 1 year service)
- Employee recognition programmes which reward exceptional achievements
- Employee Referral bonus with generous bonuses for ‘referring a friend'
- The opportunity to use one working day per year volunteering to help the local community
- Flexible Benefits Scheme – including eye care voucher, store discounts for major retailers, salary sacrifice electric car vehicle lease scheme, personal IT equipment loans, impartial financial/savings guidance
- Company sick pay
- Access to wellbeing programmes
- Employee Assistance Programme - free, confidential 24/7 365 support on all lifestyle matters
- Full induction and training
- Smartphone and Tablet / laptop (where applicable for role)
- Uniform and PPE (where applicable for role)
- Access to our extensive career portal with career planner tool and online learning
People First – It starts with health, safety and wellbeing
Better Together – A collaborative team
Trusted Partners – Dedicated to our clients' success
Taking Responsibility – Making a positive difference
We're committed to an inclusive and fair recruitment process. If you need any adjustments please let us know, in confidence, our team is here to support you.
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