Job Reference: /CG/01-08/1252/3
Job Title: PPM Data Planner
Location: Seaforth House
Hours per week: Monday to Friday - 40 hours per week
Business Overview
Atalian Servest and OCS have merged to create a new organisation, the OCS Group UK & Ireland. We are a leading facilities management company providing a range of both standalone and integrated services including cleaning, catering, security, technical services, energy management and compliance, front of house, landscaping, logistics, waste management and pest control services. The company has a turnover of £1.5bn and operates across the UK and Ireland with 50,000 colleagues delivering innovative award-winning services to the private and public sectors and supporting the local communities in which it operates.
Job Overview
To work as part of a team responsible for the delivery of a high-quality service to all customers within and out with the technical services department.
To work proactively with all internal and external staff, contractors and consultants to monitor, coordinate and report on the delivery service. To develop information, reporting and data collation for the technical services department.
To provide administrative support and process development support to the Asset Survey and lifecycle manager and technical services team.
Key Responsibilities:
To work as part of a team responsible for the delivery of a high-quality service to all customers within and out with the technical services department.
To work proactively with all internal and external staff, contractors and consultants to monitor, coordinate and report on the delivery service. To develop information, reporting and data collation for the technical services department.
To provide administrative support and process development support to the Asset Survey and lifecycle manager and technical services team.
oRecord Maintenance Activities:
Maintain detailed and accurate records of all maintenance activities performed.
Update asset inventories to reflect current conditions and maintenance history.
Ensure all maintenance records are stored in an organized and accessible manner.
oAnalyse Data:
Regularly analyse maintenance data to identify trends, patterns, and recurring issues.
Generate reports based on data analysis to highlight areas needing attention or improvement.
Use data insights to recommend process improvements and optimize maintenance strategies.
oEnsure Compliance:
Regularly review maintenance activities to ensure compliance with regulatory and safety standards.
Update maintenance procedures and protocols to align with new regulations or industry best practices.
Conduct periodic audits to verify compliance with statutory requirements.
- Reporting
oReport Generation:
Generate daily, weekly, and monthly reports on maintenance activities, compliance status, and asset performance.
Provide management with insights and recommendations based on report findings.
Maintain a record of all generated reports for future reference and audits.
oUpdate SFG20 Sets:
Ensure SFG20 instruction sets are updated to the latest versions.
Regularly review and revise SFG20 sets to reflect current maintenance best practices and regulatory changes.
- Administrative Support
oSupport Survey Team Leader:
Assist in conducting asset data surveys, including collecting, verifying, and recording asset information.
Support condition and lifecycle surveys to assess the state and expected lifespan of assets.
oAssist Asset and Compliance Manager:
Help manage risks related to planned maintenance and ensure compliance with statutory, regulatory, and contractual requirements.
Provide administrative support for compliance documentation, including record-keeping and audit preparation.
About You:
- Applicants must have the right to work in the UK
- A qualification in a relevant field such as Facilities Management, Engineering, Building Services, or a related discipline would be an advantage.
- Alternatively, a qualification in Data Management, Business Administration, or a similar field can also be relevant, especially if supplemented with facilities management experience.
Certifications:
- BIFM/ IWFM (British Institute of Facilities Management/ Institute of Workplace and Facilities Management) qualifications.
- NVQ (National Vocational Qualification) in Facilities Management or Building Maintenance.
Skills and Competencies:
- Proficiency in using CMMS and CAFM systems.
- Strong data management and analytical skills.
- Understanding of PPM processes and maintenance best practices.
- Knowledge of statutory and regulatory requirements related to facilities management and maintenance.
- Excellent organisational and planning skills.
- Strong communication and interpersonal skills to liaise with stakeholders at all levels.
- Ability to manage multiple tasks and prioritise effectively.
- Experience in conducting audits and implementing safety protocols
- Proficiency in Microsoft Office Suite (Excel, Word, PowerPoint) for reporting and data analysis.
- Meticulous attention to detail to ensure accurate and comprehensive data, as well as to identify and rectify discrepancies and the problem-solving abilities to find the solutions.
- Strong organisational skills to manage multiple tasks, coordinate resources, and maintain documentation throughout the process.
- The ability to adapt to changing circumstances, unexpected challenges, or evolving technologies in the field of asset management.
Experience:
- Several years of experience in facilities management, maintenance planning, or a related role.
- Previous experience in asset management or a related field, providing a solid understanding of asset lifecycle and best practices.
- Experience with Computerized Maintenance Management Systems (CMMS) and facilities management software such as Concept CAFM.
- Hands-on experience in managing and analysing maintenance data and asset management
- Familiarity wi