PPM Coordinator Team Leader
Department: Operations / Facilities Management
Designation: PPM Coordinator – Team Leader
Reports To: Operations Manager / Facility Manager
Job Summary
The PPM Coordinator – Team Leader is responsible for planning, coordinating, monitoring, and ensuring the timely execution of Planned Preventive Maintenance (PPM) activities across assigned facilities or sites. The role involves leading the PPM coordination team, managing maintenance schedules and work orders, monitoring SLA compliance, maintaining accurate records, and coordinating with technicians, vendors, clients, and internal stakeholders to ensure smooth maintenance operations and equipment reliability.
Key Responsibilities
- PPM Planning and Scheduling
- Prepare, maintain, and monitor monthly, bi-weekly and weekly PPM schedules for all assigned assets and equipment.
- Ensure preventive maintenance activities are completed within the agreed schedule and contractual timelines.
- Coordinate with site teams and technicians to allocate resources and avoid missed or overdue PPM activities.
- Track pending, completed, and overdue maintenance tasks and initiate corrective actions.
- Team Leadership and Coordination
- Lead and supervise the PPM coordination team, ensuring effective work allocation and timely task completion.
- Monitor team productivity, attendance, performance, and adherence to established processes.
- Provide guidance and support to team members and facilitate training where required.
- Coordinate with technicians, site engineers, vendors, and operations teams to resolve maintenance-related issues.
- Work Order and SLA Management
- Monitor work order creation, assignment, execution, documentation, and closure in the system maintenance tracking tools.
- Ensure compliance with contractual Service Level Agreements (SLAs) and internal maintenance standards.
- Follow up on open work orders, overdue activities, and pending approvals.
- Escalate service delivery risks, resource constraints, and unresolved issues to management.
- Reporting and Documentation
- Prepare and submit daily, weekly, and monthly PPM progress reports and Management Information System (MIS) reports.
- Maintain accurate asset maintenance records, PPM checklists, service reports, and equipment history.
- Monitor key performance indicators, identify deviations, and recommend corrective actions.
- Ensure maintenance documentation is complete, accurate, and readily available for audits.
- Quality, Safety, and Compliance
- Ensure all PPM activities are performed in accordance with approved procedures, checklists, safety requirements, and statutory obligations.
- Verify the completeness and quality of maintenance records and coordinate the resolution of identified deficiencies.
- Support internal audits, client inspections, and compliance reviews.
- Ensure that safety incidents, equipment defects, and critical maintenance issues are reported and escalated promptly.
- Stakeholder and Client Coordination
- Act as a coordination point for PPM-related communication between clients, site teams, vendors, and management.
- Provide timely updates on maintenance schedules, completion status, delays, and corrective actions.
- Support client meetings and periodic operational performance reviews.
- Address service delivery concerns and coordinate timely resolution of escalations.
- Performance Monitoring and Continuous Improvement
- Monitor PPM completion rates, SLA performance, overdue work orders, and recurring equipment issues.
- Identify process gaps and implement corrective and preventive measures.
- Recommend improvements in scheduling, resource utilization, reporting accuracy, and maintenance coordination.
- Support initiatives to improve equipment reliability, operational efficiency, and customer satisfaction.
Key Performance Expectations
- Timely completion of scheduled PPM activities.
- Effective supervision and productivity of the PPM coordination team.
- Compliance with contractual SLAs and maintenance schedules.
- Accurate and timely reporting and work order closure.
- Reduction of overdue maintenance tasks and repeat process deviations.
- Compliance with safety, quality, and documentation requirements.
- Effective stakeholder communication and resolution of escalated issues.
Qualifications and Experience
- Diploma or bachelor's degree in Mechanical, Electrical, Electronics, Facilities Management, or a related discipline; relevant experience may be considered.
- Typically 1-2 years of experience in maintenance coordination, facilities management, or PPM operations, including 1–2 years in a team leadership or supervisory role.
- Experience in managing preventive maintenance schedules, work orders, technicians, and maintenance documentation.
- Good understanding of maintenance processes, SLA monitoring, and safety and compliance requirements.
Required Skills and Competencies
- Team leadership and people management.
- Planning, scheduling, and coordination.
- Strong follow-up and escalation management.
- Reporting, data analysis, and attention to detail.
- Client communication and stakeholder management.
- Problem-solving and decision-making.
- Time management and the ability to manage multiple priorities.
- Proficiency in MS Office, particularly Excel, and maintenance management systems.
Work Environment
The role may involve coordination across multiple sites, regular interaction with site engineering teams, and periodic site visits, depending on operational requirements.
Note: The role scope, qualifications, and experience requirements may be adjusted based on the organization's asset portfolio, contractual obligations, and operational structure.