Sphere Solutions

PAYE and Umbrella payments only.

Key Responsibilities

Maintain and update asset records across information management systems, databases and CAFM platforms.
Support the handover of asset information for maintenance and operations, including PPMs, maintenance plans and spare parts.
Maintain accurate electronic and paper records to support contractual handback requirements.
Prepare asset data, trend analysis, dashboards and management reports.
Produce weekly and monthly reports covering asset performance, lifecycle tasks and contractual requirements.
Support audits and statutory, mandatory and technical compliance checks.
Work with internal teams to ensure asset databases remain accurate and up to date.
Identify and escalate risks relating to asset data integrity.
Monitor specialist subcontractor performance against SLAs and contract requirements.
Provide general administration and facilities coordination support as required.

Success Measures

Accurate asset capture and validation across M&E, building fabric, statutory maintenance and lifecycle tasks.
Effective management of multiple workloads in line with contractual SLAs and client requirements.
Accurate reporting, record management and compliance with information governance requirements.
Strong communication and stakeholder management.
Good organisation, prioritisation and problem-solving skills.
A proactive, flexible and collaborative approach.

Skills & Experience

Valid SC security clearance is essential.
Advanced Microsoft Excel skills and experience with Microsoft 365 applications.
Experience using CAFM databases, such as Concept Evolution.
Experience with asset capture software, such as Mobiess.
Level 4 or above technical or numerical qualification involving numerical analysis.
Strong numerical, analytical and problem-solving skills.
Ability to produce clear, accurate reports and present data effectively.
Excellent organisation, time management and communication skills.
Ability to work independently, manage competing priorities and contribute effectively within a team.

Core Competencies

Technical Data and Document Controller