Ppm Scheduler

Apleona; Dublin; On-site; EUR 40,000 - 50,000; Full time

Job summary

Apleona in Dublin 14 is seeking a dedicated PPM Scheduler to join our facilities team. You will manage M&E PPM schedules, coordinate contractors, and generate client reports to ensure compliance with SLAs and contractual hours.

This role requires strong Excel skills, a proactive approach to data accuracy, and excellent communication with clients and colleagues. The position is Monday to Friday, 9am-5pm, with occasional nationwide travel and a focus on safety and service quality.

Qualifications

• Experience in a fast-paced Service Desk environment.
• Facilities administration knowledge is a plus.
• Proficient in MS Word and Excel.
• Awareness of health and safety practices.
• Full clean driving licence; occasional nationwide travel.
• Strong planning, organisation and deadline skills.
• Excellent customer service and telephone manners.

Responsibilities

• Manage the M&E PPM schedule as per SLA and contract hours.
• Maintain client asset lists, PPM reports and remedial quotes.
• Ensure reports and quotes are checked, approved and issued promptly.
• Coordinate planned, reactive and quoted tasks for mobile teams and contractors.
• Close off jobs for Technicians and subcontractors.
• Raise POs for PPM/Reactive work and update costs on completion.
• General admin: filing, photocopying, scanning, binding, timesheets, quotations and reports.
• Enter all information from calls, emails, mail into CAFM or other system.
• Follow up documentation to close out open works.
• Work with colleagues to update processes for efficiency.
• General filing of SSC documents and maintain tidy filing system.

Skills

Communication skills

Word & Excel

Facilities administration

Health and safety

Driving licence

Tools

CAFM system

Job description

We are looking for a PPM Scheduler to join the Apleona team at our site based in Dublin 14.

Working Pattern: Monday to Friday, 9am-5pm

Main duties and responsibilities

• Management of the M&E PPM schedule in accordance with each clients agreed SLA and estimated hours from the contract.
• Maintaining data base of client asset lists, PPM reports, quotations for remedial works arising from PPM activities
• Ensure all reports & quotations are checked and approved, and issued to the client in a timely fashion.
• Coordination and scheduling of planned, reactive & quoted work tasks for the mobile team and specialist contractors
• Closing off jobs for Technicians and sub-contractors
• Raising purchase orders for PPM/Reactive works and updating PO costs on completion.
• General administration work: filing, photocopying, scanning, binding, recording of timesheets, generation of client quotations and reports
• Ensure all collated appropriate information from incoming calls, emails, mail and verbal communication is correctly and completely entered into the CAFM or appropriate system.
• Follow up and reconciliation of all incoming documentation and information to support effective closure out of all open / outstanding works
• Working with colleagues and other departments to ensure all processes and procedures are updated and reflect the most efficient methods
• General filing of all SSC associated documentation (hard & soft) and management of the filing system to ensure a consistent and tidy system

Qualifications and experience

• Experience working in a fast-paced Service Desk role environment is desirable
• Knowledge of Facilities administration would be a distinct advantage
• Excellent PC skills and proficiency in Word and Excel is essential
• Awareness of good health and safety practice
• Full clean driving license as occasional Nationwide travel is required for this role
• Good interpersonal and strong communication skills together with the ability to plan, organize and meet deadlines
• Excellent customer service skills and telephone manners

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