Maintenance Team Administrator

Skanska UK Plc; Eastbury; On-site; GBP 30,000 - 40,000; Full time

Job summary

A leading construction firm in the UK is looking for a Document Controller to join their maintenance team. This role involves processing and managing documentation related to Planned, Reactive, and Small Works Change activities. Candidates should possess advanced numerical skills and be proficient in using CAFM databases like Concept Evolution, along with strong competency in Microsoft Excel. The position requires clear communication and problem-solving abilities, with responsibilities including data analysis and reporting for performance monitoring.

Qualifications

• Excellent numerical and analytical skills to support data analysis.
• Ability to present complex data clearly in reports.
• Experience with data management systems is essential.

Responsibilities

• Process all documents related to Planned, Reactive, and Small Works Change activities.
• Maintain and update PPM and reactive records.
• Prepare trend analysis data for performance monitoring.
• Develop reports from the CAFM and other IT platforms.

Skills

Advanced Numerical Skills

Communication

Experience using CAFM Databases

Highly competent with Microsoft Excel

Problem solving / analysis

Tools

CAFM Databases (e.g. Concept Evolution)

Microsoft Excel

O365 applications

Job description

Skanska, one of the world’s leading project development and construction groups, is an inclusive and responsible business that is helping to build a better society.

Skanska Building Services is at the forefront of facilities management, trusted by clients to deliver excellence every time. One of our flagship contracts is with the Ministry of Defence at a major base near Watford – a complex, high‑profile environment where we provide a full range of hard, soft, and technical FM services. We’re now seeking a Document Controller to join the planned and reactive maintenance team onsite - where you will be responsible for updating PPM and Reactive task trackers, including providing data analysis of tasks.

What You’ll do :

• Systematic processing of all paper, electronic records and documentation associated with Planned, Reactive and Small Works Change activities.
• Maintain and update the PPM and reactive records on the provided Information Management Systems, databases and CAFM system.
• Issue, receive, revue, escalation and filing of all PPM and reactive task records.
• Undertaking the role of COSHH Editor for the delivery of COSHH management tasks for the Asset & Engineering (A&E) team.
• Ensure filing structures both electronic and paper are maintained to support contractual evidencing of compliance for key stakeholders and the client alike.
• Prepare data for trend analysis of PPM and reactive tasks including monthly dashboards to support performance monitoring and reporting.
• The provision of accurate reporting information to management in the following key areas; Asset & Engineering operational delivery, contractual reporting for Client and Skanska OU requirements.
• Develop and run reports for various data sets and management information (MI) derived from the CAFM and other IT platforms.
• Manage, maintain, review and escalation all technical / professional reports produced by our subcontractors supporting planned preventative maintenance (PPM) across the site estates.

What You’ll bring to the role

• Advanced Numerical Skills (Mathematical, Logic, Statistics)
• Communication : providing documents and reports that are clear, precise and understandable when presenting Data
• Experience using CAFM Databases (e.g. Concept Evolution)
• Highly competent with Microsoft Excel and experience with O365 applications
• Problem solving / analysis : understanding of complex issues and problems and ability to form practical / pragmatic solutions.

This role requires a minimum level of security clearance and may also require a higher level of National Security Vetting. You should be aware that certain levels of clearance or specific projects and / or sites have UK residency requirements; and any dual or multiple nationalities must be declared. Any persons who do not fulfil these residency requirements may be unable to obtain the required level of clearance and would not be eligible to undertake this role