Maintenance Coordinator

Pinnacle Group; Exeter; On-site; GBP 26,000 - 34,000; Full time

Benefits offered by this job

Flexible working arrangements

Private medical insurance

Pension plans

Life assurance

Enhanced pension scheme

Additional annual leave

Cycle to work scheme

Employee assistance programme

Retail discounts

Childcare assistance

Season ticket loans

Sick pay schemes

Personal development plans

Job summary

Pinnacle Group is seeking a highly organised Maintenance Coordinator to be the first point of contact for helpdesk enquiries and manage the contract office’s day-to-day administration from our Exeter site.

Working within the Total FM team, you will coordinate job allocations, track progress, and ensure timely completion while maintaining excellent communication with clients, contractors, and internal teams. An Enhanced DBS check is required; full-time, site-based with 8/9am shifts.

Qualifications

• Administration experience within FM or similar environment.
• Strong computer literacy.
• Excellent written and oral communication skills.

Responsibilities

• Oversee daily contract office administration.
• Handle general enquiries relating to the contract.
• Allocate work orders to contractors and track progress; report to clients.
• Order supplies/materials and process invoices for approval and payment.
• Support helpdesk and manage monthly activity reports for the client.

Skills

Administration

Computer literacy

Written & verbal communication

Prioritisation

Independent worker

Job description

Overview

Pinnacle Group is looking for a highly organised and experienced Maintenance Coordinator to join our team as the first point of contact for all helpdesk enquiries. In this role, you will manage the day-to-day administrative functions of the contract office, ensuring that all reported jobs are allocated, tracked, and resolved efficiently. You will maintain excellent communication between clients, contractors, and internal teams to guarantee smooth operations and timely job completion. You will be joining our Total FM team based in Exeter Schools. The Total FM team provides integrated asset management and maintenance services across the education, leisure, corporate, health and living sectors to ensure facilities operate at their best. The ideal candidate will bring administration experience within a Facilities Management or similar environment, demonstrating strong computer literacy, excellent interpersonal skills and the ability to work proactively under their own initiative. Due to the nature of this role, an Enhanced DBS check is required. This is a full-time, site-based role with the shift pattern of 8AM-4PM and/or 9AM-5PM.

Responsibilities

• Day to day responsibility for the contract office administrative functions.
• Dealing with general enquiries relating to the contract.
• Allocating work orders to internal/external contractors, tracking job progress, implementing escalation procedures and reporting back to clients and contract staff on job progress.
• Ordering of supplies/materials.
• Process lifecycle contractor/supplier invoices for approval and payment.
• Process reactive maintenance works supplier invoices for approval and payment.
• Assist with covering the helpdesk and dealing with general enquiries as required.
• Manage monthly updates in the form of a report, documenting activity monthly, in line with the client report for completed jobs.
• Manage contractor documentation for presentation to client for payment approval.

Key requirements

• Administration experience working within a FM environment or similar; experience within a challenging environment is essential.
• Strong computer literacy.
• Excellent written and oral communication skills.
• Ability to prioritise workload effectively and efficiently.
• Ability to work under own initiative.

Our Offer

• The more diverse our workforce, the better we can adapt to and reflect the needs of our customers.
• We welcome applications from all backgrounds – particularly from those who represent the communities we serve including ex-armed forces personnel and their families.
• Inclusive culture with opportunities for learning and development to enhance your career.
• A wide range of benefits at Pinnacle Group, dependant on role or business area, including: additional leave packages, pension plans, and retailer discounts.
• Maternity/paternity packages
• Flexible working arrangements
• Life assurance
• Enhanced pension scheme
• Additional annual leave
• Private medical insurance
• Cycle to work scheme
• Employee assistance programme
• Retail discounts
• Childcare assistance
• Season ticket loans
• Sick pay schemes
• Personal development plans