Service & Maintenance Co-ordinator

Service and Maintenance Coordinator

• Location: Stevenage
• Job Type: Full-time

My client is seeking a Service and Maintenance Coordinator to join their growing team. This role involves managing new and renewal contracts, ensuring efficient processing and adherence to agreed terms. The ideal candidate will be proactive, detail-oriented and capable of managing multiple tasks efficiently.

Day-to-Day Responsibilities:

• Contract Management: Process new and renewal contracts on the system within 1 day of receipt. Ensure all invoicing and visit details align with agreed terms.
• Invoice Management: Update and ensure the accuracy of draft invoices scheduled for future dispatch.
• Performance Management: Complete the closing process for all Planned Preventative Maintenance (PPM) within 3 working days of completion. Regularly run reports to monitor outstanding PPMs and reactive jobs.
• Client and Internal Communication: Book PPMs and reactive calls, ensuring all details are confirmed with the client. Maintain daily communication with engineers to build relationships and enhance scheduling efficiency.
• Documentation and Reporting: Produce and dispatch completion documents to clients within 3 working days of job completion. Update asset lists and client portal systems accurately.
• Resource Allocation: Schedule engineers, including third parties, based on skill set, availability and geographic location to maximise efficiency and adherence to contracted terms.

Required Skills & Qualifications:

• Experience: Proven track record in service and maintenance coordination, preferably in a similar industry.
• Technical Skills: Competence in using CRM systems, preferably Salesforce and proficiency in Microsoft Office, especially Excel.
• Communication: Excellent verbal and written communication skills.
• Analytical Skills: Strong ability to run reports, analyse data and make data-driven decisions.
• Organizational Skills: Exceptional ability to manage multiple tasks and prioritise effectively.

KPIs/Targets:

• Contracts to be raised on the system within 1 day of receipt.
• Closing completed within 3 working days of completion.
• Monthly and daily reporting on outstanding PPMs and reactive jobs.
• Prompt response to client communications on the day of receipt.

Behavioral Competencies:

• Clear and effective communication, both orally and in writing.
• Driven to deliver the best possible service to customers.
• Constantly seek ways to improve performance and encourage change.
• Support company strategies and adapt to changing needs.

Benefits:

• Competitive salary and benefits package.
• Opportunities for professional growth and cross-training within the department.
• Supportive team environment.