Maintenance Coordinator

Lily Shippen; Leeds; On-site; GBP 24,000 - 30,000; Full time

Job summary

Lily Shippen in Leeds is seeking a Maintenance Coordination Assistant to help coordinate maintenance engineers, customers and planned maintenance activities. You will schedule visits, manage workloads and keep all records up to date, ensuring jobs progress to completion.

The role requires strong organisation, proactive mindset and the ability to communicate clearly with customers and engineers in a dynamic environment. Full training and support will be provided.

Qualifications

• Highly organised with excellent attention to detail.
• Able to manage and prioritise several tasks and changing priorities.
• Confident communicating with customers, engineers and suppliers.

Responsibilities

• Co-ordinate planned maintenance visits and ensure maintenance is scheduled in line with customer requirements and contracts.
• Schedule engineers and manage workloads to allocate work efficiently.
• Liaise with customers to arrange dates, site access and attendance needs.
• Communicate with engineers about upcoming jobs, access arrangements and required information.
• Maintain maintenance jobs and records in the company systems.
• Monitor engineer timesheets and service reports and follow up on outstanding items.
• Keep track of outstanding maintenance jobs and progress them to completion.
• Assist with quotations and maintenance-related administration.
• Support the Maintenance and Office Managers with general admin and reporting.

Job description

This is a busy and varied role where you'll be responsible for helping to coordinate maintenance engineers, customers and planned maintenance activities, ensuring jobs are scheduled efficiently and followed through to completion. Our client is looking for someone who is happy to roll up their sleeves, take ownership and get involved. You'll need to be comfortable managing several things at once, dealing with changing priorities and communicating with both customers and engineers.

This is a role where being organised, proactive and good at following things through really matters.

What will you be doing?

Your responsibilities will include:

• Coordinating planned preventative maintenance (PPM) visits and ensuring maintenance is scheduled in accordance with customer requirements and contractual commitments.
• Scheduling engineers and managing their workloads to ensure work is allocated efficiently.
• Liaising with customers to arrange suitable dates, site access and attendance requirements.
• Communicating with engineers regarding upcoming jobs, access arrangements, customer requirements and any specific information they need.
• Creating and maintaining maintenance jobs and records within the company's business systems.
• Updating Construction Manager with job progress, engineer allocation, appointments and relevant information.
• Monitoring engineer timesheets and ensuring they are submitted and processed correctly.
• Monitoring engineer service reports and following up any outstanding documentation.
• Keeping track of outstanding maintenance jobs and ensuring they are progressed through to completion.
• Reviewing returned engineer paperwork and ensuring any required information is complete and accurate.
• Identifying when remedial works, quotations or follow-up visits are required and ensuring these are passed to the appropriate person.
• Assisting with the administration of quotations and maintenance-related works where required.
• Following up outstanding actions, reports, quotations and customer information.
• Liaising with customers, engineers, subcontractors, suppliers and other members of the team.
• Assisting with the coordination of reactive maintenance and breakdown call-outs.
• Maintaining accurate maintenance records and monitoring outstanding work.
• Helping to identify scheduling issues and finding practical solutions to keep work moving.
• Supporting the Maintenance and Office Managers with general maintenance administration and reporting.
• Carrying out other administrative duties required to support the maintenance operation.

The systems

Our client uses a system called Construction Manager as their business platform to help manage maintenance and project operations. Previous experience or knowledge of Construction Manager would be advantageous, but it is certainly not essential.

About You

Our client is looking for someone who is:

• Highly organised with excellent attention to detail.
• Reliable, conscientious and able to take ownership of their work.
• Comfortable working in a busy environment where priorities can change.
• Able to manage and prioritise several jobs and tasks at the same time.
• Confident communicating with customers, engineers, suppliers and subcontractors.
• Friendly, approachable and a good communicator.
• Confident making telephone calls and dealing with customers professionally.
• Comfortable using Microsoft Office, particularly Excel and Outlook.
• Proactive and confident using their own initiative.
• Good at following things through and making sure outstanding actions don't get forgotten.
• A good team player who is happy to support colleagues wherever required.
• Able to remain calm and organised when dealing with changing priorities.
• Keen to learn and develop their knowledge of the business and industry.

Previous experience within maintenance coordination, facilities management, BMS, building services, construction, engineering or a similar environment would be advantageous. However, our client is equally interested in hearing from candidates with strong coordination or administration skills, a positive attitude and a willingness to learn. Full training and support will be provided to help the successful candidate get up to speed.

This is an excellent opportunity to join an established and growing business where you can take ownership of your role, develop your skills and become an important part of the team.