PPM Administrator

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

Job summary

A facilities management company based in Glasgow is searching for a PPM Administrator to support delivery of preventative maintenance activities. The role involves managing schedules, ensuring compliance with documentation, and providing comprehensive administrative support. Ideal candidates should demonstrate strong administrative experience, attention to detail, and proficiency in Microsoft Excel, alongside effective communication skills. This fixed-term contract offers a salary of £24,960, with a working schedule of Monday to Friday, starting in January 2026.

Qualifications

• Proven experience in facilities management or a service-led environment.
• Strong proficiency in Microsoft Office applications, especially Excel.
• Ability to manage multiple deadlines effectively.

Responsibilities

• Maintain client accounts and contract requirements.
• Administer the PPM process and compliance documentation.
• Provide administrative support to contract account managers.
• Track and report on purchase orders and parts.
• Prepare client progress reports.

Skills

Proven administrative experience

Attention to detail

Microsoft Office proficiency (Excel)

Ability to prioritise workload

Strong communication skills

Team player

Ability to work independently

Fast-paced environment adaptability

Job description

Anderson Knight is delighted to be recruiting a PPM Administrator on behalf of a well-established and reputable facilities management company based in Glasgow.

This role will play a key part in supporting the delivery of planned preventative maintenance (PPM) activities, ensuring schedules are managed effectively, documentation is kept accurate, and all contractual and compliance requirements are met.

Key contract details: Salary: £24,960; Hours: Monday to Friday, 8:30am – 4:30pm. This is a fixed‑term contract running from January 2026 (exact start date to be confirmed) until 19 February 2027.

Key Responsibilities

• Maintain a strong understanding of client accounts and specific contract requirements.
• Administer and oversee the full Case Clean and PPM process.
• Ensure all compliance documentation and associated processes are completed accurately and within agreed timescales.
• Process financial transactions linked to Case Clean and maintenance contracts.
• Provide comprehensive administrative support to contract account managers and service managers.
• Adhere to all agreed administrative procedures, ensuring records and documentation are accurately maintained.
• Track, monitor, and report on outstanding purchase orders and unissued parts.
• Maintain accurate records relating to legislative and compliance requirements.
• Manage documentation for subcontractors and engineering teams, including timesheets, day sheets and compliance certificates.
• Prepare, update and submit client progress reports, uploading information to client systems where required.
• Ensure chargeable works are processed in line with contractual agreements.
• Maintain F‑Gas compliance and reporting records.
• Support the financial close‑out of completed works in line with company procedures.
• Organise and maintain electronic and manual filing systems, including scanning and document uploads.
• Produce statistical and analytical reports as requested by management or clients.

Key Skills and Attributes

• Proven administrative experience, ideally within facilities management, maintenance or a service‑led environment.
• Exceptional attention to detail with a high level of accuracy.
• Strong proficiency in Microsoft Office applications, particularly Excel.
• Ability to prioritise workload and manage multiple deadlines effectively.
• Strong communication skills with the ability to build positive working relationships with internal teams and external stakeholders.
• A collaborative team player who can also work independently when required.
• Comfortable working in a fast‑paced environment while maintaining professionalism and accuracy.

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