PPM & CMMS Administrator
Provides administrative support to the maintenance and asset teams by processing planned maintenance and asset related changes within the CAFM system. This role focuses on accuracy, consistency, and backlog reduction, ensuring maintenance data remains reliable and up to date. It is a system and data administration role and does not involve technical, statutory, or compliance decision‑making.
Key Responsibilities
Planned Maintenance Administration
* Process approved changes to planned preventative maintenance (PPM) records
* Update PPM schedules, dates, and asset links as instructed
* Apply corrections to maintenance records where errors are identified
* Support bulk updates and backlog reduction activities
* Ensure maintenance records are complete and accurate
CAFM Data Entry & Data Quality
* Carry out routine data entry and updates within the CAFM system
* Ensure mandatory fields and references are completed correctly
* Maintain consistency in naming conventions and data structures
* Identify data errors or inconsistencies and flag them for review
* Follow documented processes and instructions precisely
Asset-Related Maintenance Support
* Support maintenance readiness for new or updated assets
* Assist with asset‑linked maintenance updates as instructed
* Support maintenance aspects of project handovers where required
Workload & Backlog Support
* Assist with clearing CAFM and PPM backlogs
* Track completion of assigned tasks
* Maintain simple records of completed work
* Prioritise tasks as directed by the Data & Performance Manager
Person Specification
Essential Experience
* Experience in an administrative role within facilities, maintenance, or property environments
* Hands‑on experience using a CAFM or CMMS system
* Experience handling structured data or system records
* Experience managing high‑volume and detail‑focused administrative tasks
Essential Skills
* Excellent attention to detail and accuracy
* Confidence working with systems and data
* Ability to follow processes and written instructions
* Good organisation and time management skills
* Basic understanding of planned maintenance concepts
Desirable Experience
* Experience working with PPM and asset data, or maintenance systems
* Awareness of maintenance standards such as SFG20
* Experience supporting backlog remediation or data quality initiatives
Personal Attributes
* Methodical and process‑driven
* Reliable and consistent in system use
* Comfortable with repetitive, accuracy‑focused work
* Supportive, team‑oriented approach
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