PPM Coordinator

EQUANS; Crewe; On-site; GBP 26,000 - 32,000; Full time

Benefits offered by this job

Pension Scheme

Annual leave 24 days

Life Cover 1.5x salary

Employee Assistance Program

Discounts on brands

Job summary

Equans is seeking a PPM Coordinator to support a major Cheshire East contract from Crewe. The role involves processing planned and remedial maintenance tasks, raising requisitions and invoices, and ensuring data accuracy. You will liaise with procurement and internal teams to keep financials and records up to date.

The ideal candidate will have office IT skills, experience with service desk processes, and a customer-centric approach while adapting to change and meeting deadlines.

Qualifications

• Knowledge of basic finance and accounting processes and payment handling would be an advantage.
• Knowledge of building maintenance processes.
• Working knowledge of office IT systems including databases and MS Word, Excel, Outlook and Teams.
• Familiar with customer care principles and Equans service standards.
• Knowledge of call tracking applications.
• Knowledge of performance management principles.
• Related experience and training.
• Experience dealing with the public and building effective relationships.
• Able to plan, prioritise and organise work to meet deadlines.
• Flexible to meet service needs and adaptable to change.

Responsibilities

• Respond to requests for assistance in person, by phone or electronically.
• Prioritise and escalate calls based on business impact.
• Follow service desk procedures and guide users to appropriate actions.
• Ensure courteous treatment of all customers, internal and external.
• Coordinate requisitions, purchase orders and invoices for the Cheshire East Contract.
• Assist with monthly KPI reporting and data quality checks.
• Support senior managers with complex admin tasks and audits.
• Maintain accurate maintenance data in the Concerto system.

Skills

Finance basics

Building maintenance

MS Office

Customer care

Call tracking

Performance management

Public customer experience

Planning & organisation

Flexibility

Adaptability

Education

Level 3 FM qualification

Tools

MS Office

Databases

Outlook

Teams

Job description

EQUANS are recruiting for an PPM Coordinator

to be based in Crewe. This is a permanent full-time role working 37.5 hours per week. On offer is a competitive salary and benefits package.

General Overview

The Planned Preventative Maintenance (PPM) Coordinator will work for the Technical Service Manager (TSM) to provide user support and customer service on a wide-ranging portfolio of property to support our services to Cheshire East council. Process calls for repairs and assistance and advice on the appropriate action taken. Process planned maintenance certification and assist to book and arrange monthly planned and remedial maintenance tasks. Process requisitions, purchase orders and invoices to maintain financial records.

The post holder will be required to understand the contract KPI’s and associated contract specifications to ensure delivery to customer expectations.

Key Accountabilities

• Respond to requests for assistance in person, via phone, electronically
• To prioritise and elevate calls based on knowledge of the business impact of the reported problems
• Follow standard service desk procedures and advise users on appropriate action taken direct problems to appropriate internal team
• Ensure all customers (both internal and external) are dealt with in a courteous manner and without prejudice
• Ensure effective communication at all levels and make referrals to other specialist providers where this is in the best interests of the customer
• Take responsibility for the timely raising and processing of requisitions and work orders for the Cheshire East Contract
• Advise requisitioners of correct processes and procedures and offer assistance and expertise as required
• Liaise with Equans procurement to ensure requisitions are acceptable and contractors are established to ensure payment
• Correctly assign costs on purchase orders to give Finance accurate accrual information on annual orders
• Proactively monitor invoice status for goods receipting and invoice payment
• Allocate scheduled PPM costs to correct property/inspection record and liaise with contractors to minimise and rectify any mistakes
• Allocate scheduled PPM works certification to correct property/inspection record and liaise with contractors to minimise and rectify any mistakes
• Allocate scheduled PPM works to sub contractor and internal team on a monthly basis.
• Allocate scheduled PPM costs to correct property/inspection record and liaise with contractors to minimise and rectify any mistakes
• Process monthly PPM invoices expediently
• Allocate the internal DLO team and sub contractors expenses to correct work orders
• Use established systems to raise invoices for the internal maintenance teams jobs to make up the monthly recharge
• Assist senior managers with more complex administrative and clerical tasks as required, and in accordance with audit requirements
• Understand the value and usefulness of performance information and appreciate the need to monitor service progress
• Assist with the training and enabling of other staff
• Complete regular data quality checks on the Concerto (Property Information) software to ensure the Planned and reactive maintenance data is kept accurate and up to date
• Assist Senior Helpdesk Lead with monthly KPI reporting where required
• Assist the Technical service Manager with Planned maintenance activities
• Ensure all Data Protection, Equality, Confidentiality, and Health and Safety provisions are complied with
• Undertake such other duties as may be reasonably expected at this level

What can we offer you?

• Pension Scheme
• 24 days annual leave (+ public holidays)
• Life Cover equivalent to 1.5 times annual salary
• 24/7 Employee Assistance Program and access to mental wellbeing app
• Employee discount shopping schemes on major brands and retailers
• Gym membership discounts
• Cycle to work scheme
• Broad range of learning opportunities, such as professional qualifications, collective/individual training, and personalized support programmes

Who are we looking for?

Essential:

• Knowledge of basic finance and accounting processes and payment handling skills would be an advantage
• Knowledge of building maintenance processes
• A good working knowledge of office IT systems including databases and Microsoft Word Excel Outlook and Teams
• To be familiar with the principles of customer care and Equans service standards
• Knowledge of relevant call tracking applications
• Knowledge of performance management principles
• Related experience and training
• Experience dealing with public customers with the ability to build and maintain effective relationships
• Ability to plan, prioritise and organise work to meet deadlines
• Flexible to meet the needs of the service
• Adaptable to change and new ways of working

Desirable:

• Level 3 qualification in FM would be advantageous

Key Attributes

• Self-motivated
• Enthusiastic
• Flexible & adaptable
• Good communicator
• Ability to work both alone and as part of a Multi Skilled team
• Well presented
• Reliable

Who are we?

EQUANS is a world leader in energy services with nearly 100,000 employees working in more than 50 countries, with an annual turnover of over 17 billion euros.

In the UK & Ireland, EQUANS is a provider of technical, FM, regeneration and energy services – with specialist capabilities in smart buildings, green mobility, district & embedded energy and decentralised renewables.

EQUANS’ 13,500 UK & Ireland employees combine these activities to help businesses, public sector organisations and government to embrace the energy transition towards net zero, and also the digital & industrial transitions that are redesigning the way we move, work and live.

EQUANS is a Bouygues group company.

What's next?

At Equans, we’re committed to building a diverse, respectful and inclusive workplace that truly reflects the communities and markets we serve.

Joining Equans means being part of a culture where every voice is valued, supported by vibrant employee led networks championing inclusion and diversity across gender, ethnicity, disability, LGBTQ+, veterans, parents, and young professionals.

Guided by our core values, we foster a culture of respect, integrity, collaboration, and excellence – empowering our people to deliver outstanding results and be their authentic selves every day. Our approach means we welcome candidates with transferable skills who may not meet every specific requirement, and where possible we support flexible working arrangements and reasonable adjustments to enable success.

For this role, you must have evidence of the right to work in the UK. Certain roles may require applicants to undergo a Disclosure check or security vetting, as noted in the role requirements. A criminal record will not necessarily be a barrier to obtaining a position with us.

We are Disability Confident Level 2 members, and we offer the Guaranteed Interview Scheme as part of this commitment. Where feasible, if a candidate applies under the Disability Confident Scheme and they meet all of the essential criteria, we will offer an interview. To find out more about this scheme please click here.

The Equans Resourcing Team manage this requirement. Agency involvement is not required. All related enquiries should come to the resourcing team not direct to Equans Managers.