Statutory Maintenance Controller

OCS; Glasgow; On-site; GBP 21,000 - 32,000; Full time

Job summary

OCS UK & Ireland is seeking a detail‑driven Statutory Maintenance Controller to support tracking and documentation of statutory and non‑statutory maintenance activities in Glasgow. You will monitor PPMs, verify certificates, and coordinate remedial works with engineers and the Helpdesk.

In this role you’ll maintain accurate records in CAFM systems, ensure timely action on outstanding items, and provide general admin support to the Technical Compliance team.

Qualifications

• Previous administrative experience.
• Strong organisational skills and attention to detail.
• Proficient with Microsoft Office and Excel.
• Confident using IT systems to maintain trackers, records and documentation.
• Clear communication and ability to follow up outstanding information with colleagues and subcontractors.
• Ability to manage competing priorities and maintain accurate records.
• Right to work in the UK.
• BPSS screening requirements.
• Willingness to work from the Glasgow office.

Responsibilities

• Maintain and update statutory and non-statutory PPM trackers daily, ensuring all maintenance activities and progress are recorded.
• Monitor PPM delivery throughout the month, reporting delays and outstanding actions to the Helpdesk or Facilities team.
• Review certificates for completeness and accuracy, follow up missing paperwork.
• Upload documentation to repositories and keep shared drives accessible.
• Collate recommendations for additional works and refer to supervisors.
• Raise remedial tasks and coordinate scheduling with engineers and subcontractors.
• Track remedial tasks daily and update compliance records.
• Use and update CAFM system with clear records of job progress.
• Provide general administrative support to the Technical Compliance team.

Skills

Administrative experience

Organisational skills

Clear communication

BPSS

Tools

Microsoft Office

Excel

CAFM (Concept)

CAFM (Planon)

Job description

About The Role:

We’re looking for an organised Statutory Maintenance Controller to support the tracking, documentation and completion of statutory and non-statutory maintenance activities.

Working closely with engineers, subcontractors, the Helpdesk and Facilities teams, you’ll monitor planned preventative maintenance (PPM), maintain certification records and coordinate the administration of remedial works. Your work will help ensure maintenance records are accurate, outstanding actions are followed up and compliance information is readily available.

Key responsibilities

• Maintain and update statutory and non-statutory PPM trackers daily, ensuring all maintenance activities and progress are accurately recorded.
• Monitor PPM delivery throughout the month, reporting delays and outstanding actions to the relevant Helpdesk, Facilities Coordinator or Facilities Manager.
• Review incoming engineer and subcontractor certificates for completeness and accuracy, following up missing or incorrect paperwork.
• Upload checked documentation to the appropriate repository and maintain shared drives so certification is accessible when required.
• Collate recommendations for additional works following PPM visits and refer them to supervisors to confirm any remedial requirements.
• Raise statutory and non-statutory remedial tasks and liaise with the Helpdesk to arrange scheduling with engineers and subcontractors.
• Track statutory remedial tasks daily, ensuring completion evidence is received and compliance records are updated once works have been reviewed and confirmed complete.
• Use and update the CAFM system, maintaining clear, concise records that reflect actual job progress.
• Provide general administrative support to the Technical Compliance team.

Essential requirements

• Previous administrative experience.
• Strong organisational skills and attention to detail.
• Good working knowledge of Microsoft Office, with strong Excel skills.
• Confidence using IT systems to maintain trackers, records and documentation.
• Clear communication skills and the ability to follow up outstanding information with colleagues and subcontractors.
• Ability to manage competing priorities and maintain accurate records.
• Right to work in the UK.
• Ability to meet Baseline Personnel Security Standard (BPSS) screening requirements.
• Ability to work from the Glasgow office.

Desirable experience

• Experience working within a facilities management Helpdesk.
• Experience using CAFM or other maintenance management systems, particularly Concept or Planon.
• Familiarity with PPM processes, maintenance certification and remedial work tracking.

About you

You’ll be proactive, methodical and comfortable working with detailed information. You’ll take ownership of outstanding actions, keep colleagues informed and help the team maintain reliable maintenance and compliance records.

About The Company:

• OCS UK & Ireland is a leading facilities management company with 50,000+ colleagues and a turnover in excess of £2bn. We deliver innovative, award-winning services within facilities management, hard services, cleaning, security and catering.
• Our mission is to make people and places the best they can be for our colleagues, customers and the communities we serve. Our commitment to doing business the right way is rooted in our TRUE values - Trust, Respect, Unity, and Empowerment.

We are an equal opportunities employer and rely on a diverse workforce with a broad range of knowledge, skills, and backgrounds to deliver our goals. We offer an inclusive and welcoming environment and actively encourage applications from all individuals regardless of race, gender, nationality, religion, sexual orientation, disability, or age.