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
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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.
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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
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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
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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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