Maintenance Contracts Coordinator

Cornerstone Resources Limited; Greater London; On-site; GBP 30,000 - 35,000; Full time

Job summary

G&D Higgins Mechanical Services Ltd in Ickenham is seeking a Contracts Administrator to support the Contracts Manager and Operations Team. You will coordinate planned maintenance, reactive repairs and small works from enquiry through to invoicing, handling frequent calls and keeping clients informed.

You’ll work with engineers, suppliers and subcontractors, maintaining accurate records and following up actions to keep work moving.

Qualifications

• Experience in administration, service coordination, helpdesk support or scheduling.
• Strong telephone manner and clear written and verbal communication.
• Excellent organisational skills and ability to manage multiple priorities.
• Proficient with Outlook, Word and Excel; willing to learn job-management portals.
• Accurate data entry and handling of costs, purchase orders and invoices.

Responsibilities

• Act as first contact for incoming calls and direct queries.
• Maintain Planned Preventive Maintenance (PPM) schedules and coordinate reactive work.
• Keep Joblogic and client portals up to date; track jobs and quotes.
• Obtain engineers’ reports, timesheets, certificates; follow up missing information.
• Obtain and upload supplier quotations for Contracts Manager approval; prepare customer quotations.
• Raise purchase orders and issue subcontractor instructions; process supplier invoices.
• Prepare complete job information for management review and invoicing.
• Update labour allocations and maintain client/internal reports.
• Identify improvements and support cost-saving initiatives.

Skills

Administration experience

Customer service

Organisational skills

Telephone etiquette

MS Office (Outlook/Word/Excel)

Data entry

Attention to detail

Independent working

Tools

Job management systems

Job description

G&D Higgins Mechanical Services Ltd in Ickenham is seeking a Contracts Administrator to support the Contracts Manager and Operations Team. You will coordinate planned maintenance, reactive repairs and small works from enquiry through to invoicing, handling frequent calls and keeping clients informed.

You’ll work with engineers, suppliers and subcontractors, maintaining accurate records and following up actions to keep work moving.