PPM Administrator

Anderson Knight; Paisley; On-site; GBP 25,000; Full time

Job summary

A well-established facilities management company is seeking a PPM Administrator in Glasgow. In this fixed-term role, you will support the delivery of planned preventative maintenance activities by managing schedules and ensuring compliance. The ideal candidate will have strong administrative experience, attention to detail, and proficiency with Microsoft Office. This position offers a salary of £24,960 and operates Monday to Friday, 8:30am to 4:30pm.

Qualifications

• Strong administrative experience in a maintenance or service-focused environment.
• High level of accuracy and attention to detail.
• Proficiency in Microsoft Office packages, particularly Excel.

Responsibilities

• Maintain up-to-date knowledge of clients and contract requirements.
• Administer and monitor the full Case Clean and PPM process.
• Ensure all compliance documentation and related processes are maintained accurately.

Skills

Strong administrative experience

High level of accuracy and attention to detail

Proficiency in Microsoft Office packages

Ability to prioritise tasks

Strong communication skills

Teamwork

Ability to work in a fast-paced environment

Tools

Microsoft Excel

Job description

Anderson Knight is recruiting a PPM Administrator on behalf of a well-established facilities management business based in Glasgow.

This role is responsible for supporting the delivery of planned preventative maintenance (PPM) activities by managing schedules, maintaining accurate documentation, and ensuring all contractual and compliance requirements are met.

Please note this is a fixed-term contract from January 2026 (date TBC) until 19th February 2027.

Salary: £24,960

Hours: Monday to Friday, 8:30am - 4:30pm

Key Responsibilities

• Maintain up-to-date knowledge of clients and contract requirements.
• Administer and monitor the full Case Clean and PPM process.
• Ensure all compliance documentation and related processes are maintained accurately and on time.
• Process financial transactions related to Case Clean and maintenance contracts.
• Provide administrative support to contract account managers and service managers.
• Follow all agreed administrative procedures and ensure documentation is recorded correctly.
• Track and report outstanding purchase orders and unissued parts.
• Maintain accurate records of all legislative and compliance documentation.
• Manage documentation requirements for subcontractors and engineering teams (e.g., timesheets, day-sheets, compliance certificates).
• Prepare and update client progress reports and upload information to client systems where required.
• Ensure chargeable works are processed in accordance with contractual obligations.
• Maintain F-Gas compliance reporting records.
• Complete financial closure processes for works within company guidelines.
• Organise and maintain electronic and manual filing systems, including scanning and document uploads.
• Provide statistical and analytical reports as required by management or clients.

Key Attributes and Skills

• Strong administrative experience, ideally within a maintenance or service-focused environment.
• High level of accuracy and attention to detail.
• Proficiency in Microsoft Office packages, particularly Excel.
• Ability to prioritise tasks and manage competing deadlines.
• Strong communication skills with the ability to build positive relationships with internal teams and external stakeholders.
• Ability to work effectively as part of a team.
• Comfortable working in a fast-paced environment while maintaining accuracy and professionalism.

To apply for this excellent opportunity, please forward your CV in complete confidence.