Planned Maintenance Administrator

Octavius Infrastructure Ltd.; Reigate and Banstead; Hybrid; GBP 24,000 - 30,000; Full time

Benefits offered by this job

Private Healthcare

Pension Scheme

Life Assurance

25 days annual leave plus birthday

Job summary

Octavius Infrastructure Ltd. is seeking a proactive PPM Administrator in Reigate, operating in a hybrid role with typically 1 day per week in the office.

You will support planning, coordination and delivery of Planned Preventative Maintenance across contracts, ensuring accurate records and compliance across systems. You will work with PPM Coordinators and managers, manage schedules, and contribute ideas to improve processes and data quality as the team grows.

Qualifications

• Previous experience in an administration, coordination or support role.
• GCSEs in English and Maths.
• Strong IT skills, especially Excel.
• Willingness to learn and grow within the role.
• Organised and detail-oriented with good data handling.

Responsibilities

• Coordinate and administer Planned Preventative Maintenance activities.
• Manage data across systems and databases.
• Produce reports and track progress, keep records up to date.
• Support compliance with statutory requirements and client standards.
• Liaise with suppliers, subcontractors and internal teams to stay on track.
• Help develop and improve the asset management system.
• Identify opportunities to improve processes, efficiency, and data quality.

Skills

Organisational skills

Attention to detail

Communication skills

Data management

Education

GCSEs in English and Maths

Tools

Excel

Microsoft Office

Job description

Planned Preventative Maintenance (PPM) Administrator

Location: Reigate (Hybrid - typically 1 day per week in the office)

At Octavius, we're delivering safe, sustainable and efficient transport infrastructure across the UK. As our maintenance portfolio continues to grow, we're looking for an organised and proactive individual to join our Planned Preventative Maintenance (PPM) team.

This is more than a traditional administration role. It's an opportunity to become a key part of a developing function, helping to improve how we manage assets, plan maintenance activities and deliver essential works for our clients.

The Role

As a PPM Administrator, you'll play a central role in supporting the planning, coordination and delivery of Planned Preventative Maintenance activities across our contracts.

Working closely with the PPM Coordinators and Manager, you'll help manage maintenance schedules, maintain accurate records and monitor compliancerequirements.

You'll have the opportunity to take ownership of your own workload, work with a wide range of stakeholders and contribute ideas that improve the way we operate. As the team grows, there will be opportunities to develop your skills and take on increased responsibility.

What You'll Be Doing

• Supporting the coordination and administration of Planned Preventative Maintenance activities.
• Managing and maintaining data across a range of systems and databases.
• Producing reports, tracking progress and ensuring records are accurate and up to date.
• Supporting compliance with statutory requirements and client standards.
• Liaising with suppliers, subcontractors and internal teams to ensure maintenance activities remain on track.
• Assisting with the development and continuous improvement of our new asset management system.
• Identifying opportunities to improve processes, efficiency and data quality.

Who You'll Work With

You’ll join a collaborative and supportive team delivering maintenance works across a range of infrastructure contracts.

You’ll work closely with PPM Coordinators, operational teams, suppliers and subcontractors, building strong working relationships and helping to ensure maintenance activities are delivered safely, efficiently and to the highest standards.

About You

We're looking for someone with the right attitude, curiosity and potential to grow with the role.

You don't need extensive maintenance or engineering experience. What's more important is that you're organised, confident with systems and data, and willing to take ownership of your work.

You enjoy problem-solving, have excellent attention to detail and can communicate effectively with a variety of people.

You'll Bring

• Previous experience in an administration, coordination or support role.
• Strong IT skills, including confidence using Microsoft Office, particularly Excel.
• Excellent organisational skills and attention to detail.
• A proactive approach with the ability to manage your own workload.
• Strong communication and relationship-building skills.
• The confidence to work with colleagues, suppliers and subcontractors at all levels.
• GCSEs (or equivalent) in English and Maths.
• A willingness to learn, develop and grow within the role.
• Experience within maintenance, facilities management, engineering or infrastructure environments would be beneficial, but is not essential.

Why Join Octavius?

This is an exciting opportunity to join a growing team where you'll be trusted to make a genuine contribution from day one. You'll gain exposure to asset management, maintenance planning and infrastructure delivery while helping shape how the function develops in the future.

We offer a competitive rewards package including:

• Private Healthcare
• Pension Scheme
• Life Assurance
• 25 days annual leave plus a day off for your birthday
• Enhanced family leave policies
• Hybrid working opportunities
• Ongoing training and career development

At Octavius, you'll be encouraged to bring ideas, develop new skills and build a rewarding career in an environment where people genuinely care about helping each other succeed.

Inclusion and diversity are important to us, we are an equal opportunities employer and value difference. We want and will continue to build an inclusive environment where our people thrive. We firmly believe constantly striving to build a truly diverse workforce is what makes us a strong business and will enable us to continue to solve important problems and deliver unrivalled value to both our customers and clients. If you need any specialist support throughout your application, we will work with you where we can to support your journey with us.

Planned Preventative Maintenance Administrator.pdf