Job description

Who are Mitie?

Mitie provides a wide range of facilities management (FM) services across Ireland, Europe, and the UK. These are delivered as integrated FM contracts, in bundles or as single services, depending on client requirements. Our service areas include technical services, energy and building services, cleaning, security, front of house and consultancy.

We work with a wide range of private and public clients to create great work environments which resulted in Mitie winning 3 awards in the 2022 Facilities Management Awards, including Total FM Service Provider for the second year in a row.

Mitie have been awarded the IBEC KeepWell Mark in 2021 and 2022 for our commitment to employee wellbeing and we have also been named in the Top 100 Employers for Wellbeing in Ireland for two years in a row. We are proud of our diverse workforce and like to recognise our people through various reward and recognition schemes, as well as through learning and development.

Our premise is simple: the exceptional, every day.

Role Overview:

The Maintenance Planning Administrator will be responsible for ensuring that all preventative maintenance and reactive task work is carried out, reported, and closed on the Computerised Maintenance Management System. The ideal candidate will have excellent administration experience ideally from a Facilities Management background. Additionally, this person will be proactive, with excellent attention to detail and ability to meet tight deadlines.

About you:

• You will be a generally good team player who enjoys collaborating with people, resolving problems with resilience and a can-do attitude

Skills & Experience:

• Experienced Excel user willing to enhance and develop their skill level

• Knowledge and experience regarding business administration and work management systems such as Maximo or similar, supporting a range of clients and stakeholders.

• Experience in a technical FM business including PPM operations, compliance, and H&S Management desirable.

• Experience in using electronic reporting systems

• Accuracy and attention to detail

• Logical thinking

• Excellent PC knowledge – Excel, Word, email

• Ability to work on own and as part of a team

• Good organisation and administration skills

• Excellent communication/interpersonal skills

• Ability to liaise at all levels using tact and diplomacy

• Enthusiastic with positive “can do” approach

• Work well during times of pressure

• Very reliable & Flexible

• Customer-focused

• Punctual

• Calm nature – even temperament

About the role:

Main Duties

• Create, update, and monitor a daily plan of maintenance throughout each reporting period

• Regularly review Planned Preventative Maintenance regimes for any required modifications or amendments based upon best practice and contract requirements.

• Ensure system is accurate and able to meet the demands of all contracts

• Support mobile working solution roll outs and continued use.

• Any other associated tasks that may be required from time to time.

Core Responsibilities of the Planner

• Ownership of Daily, Weekly, Monthly and Annual Plans

• Daily review of PPM Service Sheets, and actioning of follow- on work

• Ensure all resources are issued tasks in line with annual, monthly, weekly, and daily work schedules.

• Ensure all reactive, remedial, and quoted works are planned, issued, and managed through to completion with supporting paperwork

• Ownership of PPM tasks from “DUE” to “CLOSED” status including electronic service sheet completion

• Support reprioritisation for emergency/reactive tasks

• Ensure documentation in place to support completion of work tasks

• Manage and communicate access requests

• Continuous Improvement program participation

• Produce 52-week PPM calendar based on Asset Register

• Generation and issuing of PPMs

• Support of Operations in Maintenance Contract delivery

• Effective use of systems

• Support of third-party technology systems.

• Identify opportunities to improve performance and work with the operations teams to implement change.

• Ensure completed and partially completed tasks are reviewed and actioned to minimise number of tasks outstanding

• Track and process approved quoted works

Specific requirements within the team

• Allocate and manage the tasks assigned to technicians

• Electronic Certification filed electronically in system and SharePoint

• Manage a close relationship with suppliers to ensure the timely delivery of documentation for planned tasks.

• “Chase” directly employed staff for progress information

• “Chase” sub-contractors for progress information

• Interact with the Service Desk Operative when required

• Business reports to support the Reporting and Analytics Lead as required

• Rotate through planning roles when required

Job Types: Full-time, Permanent

Salary: €26,000.00-€32,000.00 per year

Schedule:

• 8 hour shift
• Monday to Friday

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