Facilties - PPM Specialist

Job Title: FM Helpdesk - PPM Specialist
Location: Manchester Deansgate (Monday - Thursday / Friday - WFH)
Working Hours: Monday-Friday, 8am-5pm
Salary: £27,000

Role Summary
Seeking a highly organised and detail-focused FM Helpdesk Advisor with specialist expertise in Planned Preventative Maintenance (PPM) and advanced proficiency in Concept Evolution. The ideal candidate will play a key role in ensuring the effective scheduling, coordination and compliance of our PPM programme. This role also requires a high level of competence with Microsoft Outlook, as you will be responsible for managing calendar invites and scheduling appointments across multiple stakeholders.

Key Responsibilities
PPM Coordination & Compliance
Accurately log and schedule all PPM activities in Concept Evolution in line with contractual and statutory requirements (e.g. SFG20)
Maintain and manage the PPM calendar with foresight, ensuring works are scheduled in good time and resources are confirmed
Track PPM completion, ensuring all works are completed within SLA and escalate issues where necessary
Coordinate engineer and subcontractor attendance, ensuring access arrangements, permits and documentation are in place
Ensure full audit trail of completed PPMs, with associated certification and service reports uploaded in Concept
Helpdesk & CAFM System Management
Act as the central point of contact for all PPM-related queries on the helpdesk
Ensure all task data in Concept Evolution is accurate, timely and well-structured
Produce reports and dashboards to highlight performance, overdue works, and risk areas
Maintain clean and auditable records of all maintenance activity and interactions
Calendar & Communication Management
Take full responsibility for scheduling calendar appointments and service visits using Microsoft Outlook
Send, amend, and monitor calendar invites for engineers, clients, and internal teams
Communicate clearly and professionally with all stakeholders to confirm schedules and manage changes
Ensure client-facing correspondence reflects high standards of professionalism and service
Administrative Support
Support the mobilisation of new contracts by setting up PPM schedules and uploading asset data
Maintain records and contribute to monthly performance and compliance reporting
Participate in service improvement initiatives focused on helpdesk efficiency and PPM delivery

Essential Skills & Attributes
In-depth knowledge of PPM processes within a Facilities Management environment
Expert user of Concept Evolution CAFM system
Advanced competence with Microsoft Outlook, particularly in calendar and meeting management
Highly detail-orientated with excellent organisational skills
Strong communication skills (both written and verbal)
Proactive, self-motivated and able to manage competing priorities effectively
Proficient in Microsoft Office (Excel, Word, Outlook, Teams)
Professional and client-focused approach at all times

Desirable
Familiarity with SFG20 and statutory compliance requirements
Previous experience in a fast-paced FM helpdesk setting
Understanding of SLA and KPI frameworks
Experience preparing data for internal audits and client reporting

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