Maintenance Assistant

Brooktherm Refrigeration Ltd; Birkenhead; On-site; GBP 26,000 - 36,000; Full time

Benefits offered by this job

Company vehicle

Bonus scheme

Pension scheme

Job summary

Brooktherm Refrigeration Ltd in Birkenhead is seeking an Assistant Co-ordinator to provide administrative and operational support to the service department, helping plan, schedule, and coordinate maintenance across refrigeration, air-conditioning, HVAC and industrial refrigeration systems.

You will ensure engineers are deployed efficiently, service records are accurate, and customer service standards are met; duties include raising work orders, updating CAFM software, liaising with suppliers,

Qualifications

• GCSEs in Maths and English (or equivalent).
• Experience in administrative, scheduling, service co-ordination or customer service roles.
• Desirable: experience in refrigeration, HVAC, or building services.
• Familiarity with service management, scheduling or CAFM software preferred.
• Excellent organisational and communication skills.

Responsibilities

• Plan and schedule preventative maintenance (PPM) visits for refrigeration, HVAC and industrial refrigeration engineers.
• Update engineer schedules and service management/CAFM systems.
• Monitor outstanding visits and arrange follow-up where needed.
• Raise and process service work orders, job sheets and purchase orders.
• Maintain accurate records of engineer attendance, service reports and maintenance activities.
• Prepare maintenance schedules and service reports for management review.
• Support service contract administration and customer records; liaise with suppliers for parts and stock.
• Assist onboarding of new engineers and scheduling requirements.

Skills

Organisational skills

Communication

Customer service

Multitasking

Attention to detail

Teamwork

Education

GCSEs in Maths and English

Tools

Service management software

Scheduling software

CAFM software

Job description

Department: After-Sales (AC, Refrigeration and Industrial Refrigeration)

Reports To: Maintenance Co-ordinator

Employment Type: Full-time

Job Summary

The Assistant Co-ordinator provides administrative and operational support to the service department, assisting with the planning, scheduling, and coordination of maintenance activities across refrigeration, air-conditioning, HVAC, and industrial refrigeration systems. This role helps ensure engineers are deployed efficiently, service records are maintained accurately, and customer service standards are consistently achieved.

Key Responsibilities

Maintenance Planning & Scheduling

• Assist with scheduling planned preventative maintenance (PPM) visits for refrigeration, HVAC, and industrial refrigeration engineers.
• Update engineer schedules and service management systems.
• Monitor outstanding visits and assist with arranging follow-up visits.
• Ensure customer appointments and service visits are communicated effectively.

Service Administration

• Raise and process service work orders, job sheets, and purchase orders.
• Update service management software with job progress and completion information.
• Maintain accurate records of engineer attendance, service reports, and maintenance activities.
• Assist in preparing maintenance schedules and service reports for management review.
• Support the administration of service contracts and customer records.
• Assist with ordering parts, materials, and equipment required for maintenance activities.
• Liaise with suppliers regarding deliveries and stock availability.
• Monitor parts allocation and ensure engineers receive required materials.
• Track outstanding parts orders and update customers accordingly.
• Work closely with maintenance co-ordinators, service managers, supervisors, and engineers.
• Support operational teams by providing administrative assistance and accurate information.
• Liaise with subcontractors and external service providers when required.
• Assist with onboarding documentation and scheduling requirements for new engineers.

Operational Support

• Help track departmental KPIs, including PPM completion rates and response times.
• Support continuous improvement initiatives to enhance service delivery.
• Escalate scheduling conflicts or operational issues to management when required.

Compliance & Documentation

• Maintain service records, maintenance logs, and compliance documentation.
• Assist with F-Gas records, asset registers, and statutory inspection documentation.
• Support the preparation and filing of RAMS, permits, and health & safety documentation.
• Ensure all records are updated in accordance with company procedures.

Customer Relationship Management

• Provide professional and courteous support to customers via telephone and email.
• Respond to customer enquiries and direct technical queries to the appropriate department.
• Assist with customer reporting and service contract administration.
• Support the delivery of high levels of customer satisfaction.

Qualifications & Experience

• Previous experience in an administrative, scheduling, service co-ordination, or customer service role.
• Experience within refrigeration, HVAC, industrial refrigeration, facilities management, engineering, or building services sectors desirable.
• Understanding of planned preventative maintenance (PPM) and reactive maintenance processes advantageous.
• Experience using service management, scheduling, or CAFM software preferred.
• GCSEs (or equivalent) in Maths and English.
• Excellent organisational and administrative skills.
• Strong communication and customer service abilities.
• Ability to manage multiple tasks and prioritise effectively.
• High level of accuracy and attention to detail.
• Positive, proactive, and team-oriented approach.
• Ability to work effectively in a fast-paced service environment.

Salary & Benefits

• Competitive salary based on experience
• Company bonus scheme
• Pension scheme (up to 7% matched + death in service)
• Holiday buy/sell scheme (up to 5 days)
• Company vehicle
• Training and CPD opportunities

Key Performance Indicators (KPIs)

• Accuracy of scheduling and job allocation
• Data and record management accuracy
• Internal and external customer satisfaction