PPM Coordinator

Role Purpose:

To manage and coordinate all Planned Preventative Maintenance (PPM) activities across the business, ensuring works are correctly scheduled, commercially controlled, and completed in line with contractual and operational requirements

Key Responsibilities:

PPM Management & Planning

• Act as the central point of control for all PPM activities.
• Review and maintain PPM schedules within JobLogic to ensure accuracy and completeness.
• Verify PPM frequencies align with contractual requirements and compliance standards.
• Ensure all PPM tasks are correctly costed and commercially viable (sell-out value checks).

Scheduling & Coordination

• Identify upcoming monthly PPM requirements.
• Provide clear and accurate PPM schedules to the internal labour scheduler.
• Coordinate with internal teams to ensure timely delivery of planned works.

Subcontractor/Service Partner Management

• Produce and issue monthly PPM task lists to service partners.
• Raise and issue Purchase Orders (POs) in line with planned activities.
• Act as a key liaison between the business and service partners regarding PPM delivery.

Commercial & Invoice Control

• Review subcontractor/service partner invoices against:
• Completed works
• Agreed costs
• Purchase Orders
• Carry out due diligence to ensure invoices are accurate and compliant.
• Resolve discrepancies with suppliers where required.

System & Task Management

• Update and close completed PPM tasks within JobLogic.
• Ensure all records are accurate, auditable, and up to date.

Financial Processing

• Process approved invoices in line with company procedures.
• Support the finance function by ensuring timely and accurate invoice approvals.

Timesheet & Labour Administration

• Review and process engineers' timesheets for accuracy and completeness.
• Ensure all labour hours are correctly recorded against the relevant jobs within JobLogic.
• Verify submitted hours align with scheduled works and reported activities.
• Resolve discrepancies with engineers and supervisors where required.
• Submit timesheets for approval in line with company procedures and payroll deadlines.
• Ensure labour cost capture is accurate to support job costing and profitability tracking

Key Skills & Experience:

• Experience in facilities management, HVAC, or service-based industries (preferred).
• Strong working knowledge of PPM processes and compliance requirements.
• Experience using CAFM systems (e.g. JobLogic or similar).
• Good commercial awareness (cost vs sell value understanding).
• Strong organisational and coordination skills.
• High attention to detail, particularly with financial and contractual checks.
• Ability to manage multiple stakeholders (internal teams & subcontractors).

Key Attributes:

• Methodical and process-driven
• Strong communicator
• Proactive and organised
• Commercially aware

Optional (Nice to Add Depending on Seniority):

• KPI ownership (PPM completion rates, invoice turnaround times)
• Process improvement responsibilities
• Training/support for junior staff or schedulers

Benefits:

• Company pension
• On-site parking
• Sick pay

Work Location: In person

Office Angels is an employment agency and business. We are an equal-opportunities employer who puts expertise, energy and enthusiasm into improving everyone's chance of being part of the workplace. We respect and appreciate people of all ethnicities, generations, religious beliefs, sexual orientations, gender identities, abilities and more. By showcasing talents, skills and unique experiences in an inclusive environment, we help individuals thrive. If you require reasonable adjustments at any stage, please let us know and we will be happy to support you.

Office Angels acts as an employment agency for permanent recruitment and an employment business for the supply of temporary workers. Office Angels UK is an Equal Opportunities Employer.

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