Job Description
PPM Coordinator
Royal Military Academy Sandhurst, Camberley
Creating and maintaining great places to live and work delivered by excellent people who care…
Job Summary
The PPM Coordinator provides administrative and coordination support to ensure all Planned Preventive Maintenance (PPM) activities are scheduled, recorded, and reported accurately. This role focuses on system management, documentation, compliance tracking, and communication with internal teams and service providers, helping ensure maintenance programs run efficiently and on time. Some Admin duties also as necessary, taking notes, meeting minutes.
Key Responsibilities
* Maintain and update the Planned Preventive Maintenance (PPM) schedule within the CAFM.
* Issue and close PPM work orders, ensuring all required documentation is completed.
* Monitor PPM completion status and follow up on overdue or outstanding tasks.
* Maintain accurate asset records, maintenance logs, and compliance documentation.
* Prepare regular reports on PPM performance, completion rates, and upcoming maintenance.
* Act as the main administrative point of contact for maintenance contractors and internal teams.
* Coordinate access, permits, and appointments for scheduled maintenance visits via AP booking portal.
* Ensure all maintenance documentation is filed in line with company and regulatory requirements.
Skills & Competencies
* Strong administrative and organisational skills
* Excellent attention to detail and record-keeping ability
* Confident communicator with good follow-up skills
* Comfortable working with maintenance systems, databases, and spreadsheets
* Ability to manage multiple tasks and deadlines in a fast-paced environment
* Proactive approach to problem-solving and task tracking
Qualifications & Experience
* Previous experience in an administrative, coordination, or facilities support role
* Experience using CAFM, or asset management systems (preferred)
* Good working knowledge of Microsoft Office, particularly Excel
* Experience working with contractors or service providers is desirable
* Understanding of compliance and documentation requirements is an advantage
In return for your hard work we offer additional training and development, 26 days holiday (+ bank holidays), generous pension contribution, life assurance and much more.
We are VINCI Facilities – experts in the built environment. VINCI Facilities is a Facilities Management and Building Solutions provider, delivering cost-effective and sustainable bespoke solutions to customers in the public and private sectors. We are committed to working towards a lower carbon society, focusing on sustainable and innovative methods to exceed our partners' goals and add value for all stakeholders – and we were named the top-ranked FM service provider in the Sustainable FM Index for 2020. We put our people first. Always working as a team and collaborating from start to finish. We are the trusted expert in the built environment because we listen to our team and create a workplace that maximises their potential.
Fairness, Inclusion and Respect (FIR) at VINCI Facilities is about recognising and celebrating each other’s differences and what they bring to the team. Harnessing this diversity and applying the experiences, abilities and unique qualities of individuals will enhance our business; therefore, we commit to equity of opportunity and fair treatment of all current and potential employees and encourage job applications from all.
Should you require any reasonable adjustments to be made as part of the application process please contact us directly.
VINCI recognises the importance of helping our employees balance their work and home life by offering flexible working arrangements across many of our roles which include working from home to enable employees to balance their working life with other priorities.