Client Services Co-ordinator

Floss Agency; Tunbridge Wells; On-site; GBP 20,000 - 30,000; Full time

Job summary

A service-oriented company in Tunbridge Wells is seeking a Client Services Coordinator. The role involves providing administrative support to the Client Services Department, coordinating maintenance schedules, and ensuring effective communication with clients and colleagues. Strong IT skills and excellent time management are essential. The position offers a chance to develop within a dynamic environment where flexibility and adaptability are crucial.

Qualifications

• Strong IT and admin skills with the ability to learn internal systems.
• Excellent communication and time management.
• Ability to follow instructions, meet deadlines independently or collaboratively.
• Flexibility to adapt as the role evolves and undertake any adhoc duties as required.

Responsibilities

• Provide general administration and support for the Client Services Department.
• Maintain PPM/Engineering schedules, create job folders and update service management software.
• Process renewals and new orders.
• Coordinate engineers and subcontractors, including RAMS creation.
• Handle invoicing promptly upon job or material delivery completion.

Skills

Strong IT and admin skills

Excellent communication

Time management

Ability to follow instructions

Flexibility to adapt

Job description

Based at the Tunbridge Wells Head Office and reporting to the Client Services Manager. The Client Services Coordinator will provide general administration support to the Client Services Department.

Duties

• Provide general administration and support for the Client Services Department.
• Undertake the preparation and running of Planned Preventative Maintenance Contracts, remedial works and requests for callouts in an efficient manner.
• Operate and keep up to date all systems of filing and recording as required by company procedures and efficiently.
• Have clear and efficient communication skills, both written and spoken, with all levels of customer, supplier and work colleagues.
• Efficiently manage time to achieve maximum results and avoid delays.
• Understand and operate within the company authority structure, willingly receive fair and reasonable instructions.
• Make and keep commitments but do not undertake the unachievable, and where appropriate to properly manage telephone and email correspondence.
• Adhere to the requirements of the Company Handbook.

Key Responsibilities

Administrative & Coordination

• Provide administrative support for the Client Services, Maintenance and Remedial Works Teams.
• Maintain PPM/Engineering schedules, create job folders and update service management software.

Planned Maintenance & Extra Works

• Confirm creditworthiness before proceeding with new contracts or extra work.
• Process renewals and new orders.
• Coordinate engineers and subcontractors, including RAMS creation, procurement of materials and access permits for site.
• Liaise with clients to confirm access, materials and job readiness.
• Track job progress, ensure reports are completed, logged and distributed to Clients in line with individual KPI’s.
• Handle customer feedback on any issues with our delivery capability and pass to the General Manager if escalation is required.
• Maintain the Engineers 24hr Rota and advise JAM Media Response via the dedicated portal, of any changes to engineers or sites.

Health & Safety & Compliance

• Prepare RAMS and permit-to-work access documents.

Finance & Invoicing

• Use finance systems to review accounts, post entries and invoicing.
• Handle invoicing promptly upon job or material delivery completion.

Skills & Requirements

• Strong IT and admin skills with the ability to learn internal systems.
• Excellent communication and time management.
• Ability to follow instructions, meet deadlines independently or working collaboratively.
• Flexibility to adapt as the role evolves and undertake any adhoc duties as required.