Maintenance Coordinator

Pinnacle Group Limited; Exeter; On-site; GBP 24,000 - 32,000; Full time

Job summary

Pinnacle Group Limited is seeking a highly organised Maintenance Coordinator to join our Total FM team in Exeter. You will be the first point of contact for helpdesk enquiries and manage day-to-day contract office administration to ensure timely job allocation, tracking and completion.

The role is full-time, site-based with shift patterns 8:00–16:00 or 9:00–17:00, and requires an Enhanced DBS check. You will coordinate with clients, contractors and internal teams to maintain smooth operations

Qualifications

• Experience in FM admin or similar environment.
• Strong computer literacy and MS Office skills.
• Excellent written and verbal communication.
• Ability to prioritise and work under own initiative.

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, 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 of 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.

Skills

Administration

FM experience

Computer literacy

Communication skills

Initiative

Tools

MS Office

Job description

The following content displays a map of the jobs location - Exeter

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 pivotal role, you will be responsible for managing the day-to-day administrative functions of the contract office, ensuring that all reported jobs are allocated, tracked, and resolved efficiently. You will play a crucial role in maintaining 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.

Who We Are

Pinnacle Group is a leading UK private sector provider of housing and neighbourhood services, managing and maintaining communities where people live, learn, work and play.

We’re a people-first organisation with a values driven culture that has remained consistent for thirty years; living through how we treat our employees and our customers.

Who We’re Looking For

We’re looking for someone who, alongside the key criteria below, will sign up to our values of Trust, Respect, Involve, Challenge and Deliver Excellence and will be determined to maintain the confidence of our clients and communities.

Key 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 of 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.

As a colleague, you will become part of an inclusive culture, where you will have the opportunity to achieve your full potential and enhance your career through learning and development.

We offer a wide range of benefits at Pinnacle Group, dependant on your role or business area, these range from additional leave packages to pension plans and discounts at your favourite retailers.