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About the Role

Own the day-to-day coordination of the service department, acting as the central point between clients, engineers, and internal teams to ensure smooth service delivery and high service standards.

Responsibilities

• Own service delivery coordination, ensuring all jobs, PPM visits, and reactive works are planned, scheduled, and completed efficiently.
• Manage engineer schedules and workload, making day-to-day decisions to optimise resource use and meet client expectations.
• Act as the primary point of contact for service clients, maintaining strong relationships and ensuring a professional, responsive experience.
• Coordinate and track all service activity, ensuring reports, updates, and job progress are completed accurately and on time.
• Oversee PPM planning and delivery, ensuring visits are scheduled proactively and aligned with contractual requirements.
• Support commercial performance, including issuing invoices, following up on quotes and renewals, and maintaining visibility of outstanding work.
• Resolve client issues and complaints, taking ownership of problems and escalating where appropriate.
• Ensure accurate system management, maintaining up-to-date records across service platforms (e.g. Simpro) to support visibility and reporting.
• Plan and schedule engineer visits, including reactive and planned maintenance works.
• Liaise with clients to coordinate bookings, changes, and updates.
• Issue work orders and job information to engineers and subcontractors.
• Track engineer reports and ensure timely completion and distribution to clients.
• Raise purchase orders and coordinate materials required for works.
• Create and issue invoices in line with completed works.
• Monitor outstanding quotes and renewals, ensuring timely follow-up.
• Support credit control processes by assisting with payment chasing where required.
• Maintain service schedules, job logs, and internal systems.
• Coordinate logistics including deliveries, returns, and equipment movements.
• Support fleet administration (servicing, MOTs, general coordination).

Requirements

• Proven experience in a coordination, scheduling, or administrative role.
• Experience working with clients/customers in a professional environment.
• Experience coordinating field-based teams or engineers (or similar).
• High attention to detail and accuracy.
• Able to work under pressure and manage competing demands.
• Follows processes but is confident adapting when needed.
• Communicates clearly and escalates issues appropriately.
• Experience within construction, engineering, or building services (Desired).
• Experience with service contracts or maintenance environments (Desired).
• Familiarity with Simpro or similar systems (Desired).
• Basic understanding of invoicing and commercial processes (Desired).

Skills

• Strong organisational and coordination skills.
• Ability to manage multiple priorities.
• Confident decision-making.
• Excellent communication skills.
• Ability to manage both clients and internal teams.
• Ability to take ownership of tasks and see them through to completion.
• Problem-solving mindset.
• Proactive approach to resolving issues.
• Experience using business systems (e.g. CRM, job management, or scheduling systems such as Simpro or equivalent).
• Proficient in Microsoft Office (Outlook, Excel, Word).

Location

• Office-based (SM5)

Work Type

• Office-based
• Full-time
• Monday–Friday

Experience Level

• Proven experience in a coordination, scheduling, or administrative role
• Experience working with clients/customers in a professional environment
• Experience coordinating field-based teams or engineers (or similar)