Maintenance Team Administrator

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

Job summary

A leading construction group in the UK is seeking a Document Controller to manage and analyze documentation for maintenance services. This role involves systematic processing of records, maintaining management systems, and providing data analysis. The ideal candidate will possess advanced numerical skills, strong communication abilities, and experience with CAFM databases such as Concept Evolution. This position requires a minimum level of security clearance in a complex environment.

Qualifications

• Strong numerical skills, including mathematics and statistics.
• Ability to produce clear and precise documents and reports.
• Experience with CAFM databases like Concept Evolution.
• High competency in Microsoft Excel.
• Solid problem-solving skills with practical solutions.

Responsibilities

• Process all paper and electronic records for maintenance activities.
• Maintain PPM and reactive records on management systems.
• File and manage all task records efficiently.
• Manage COSHH documentation for asset and engineering tasks.
• Prepare data for trend analysis and operational reporting.

Skills

Advanced Numerical Skills

Communication Skills

Experience using CAFM Databases

Microsoft Excel competency

Problem solving/analysis

Tools

CAFM Systems

Microsoft 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 elevation 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.