Maintenance Coordinator — Planning, Reporting & Client Service

Smart Managed Solutions; City Of London; On-site; GBP 26,000 - 34,000; Full time

Benefits offered by this job

Birthday leave

Life Assurance

25 days annual leave

Volunteering days

Holiday-Buy scheme

Employee Assistance Programme

Job summary

SMART is looking for a proactive Maintenance Coordinator to join our Head Office in Aldgate. You’ll be the backbone of our contract delivery, supporting the management team and keeping engineers and customers happy.

You’ll produce financial and statistical reports for your portfolio, review month-end P&L with finance leadership, and oversee daily admin tasks from work orders to invoicing. The role offers clear progression and training in a growing facilities management business.

Qualifications

• Experience in a similar role.
• Strong administration skills.
• Attention to detail and accuracy.

Responsibilities

• Produce financial and statistical reports for your designated portfolio and collate information for internal and external monthly reports.
• Assist in reviewing contract month-end P&L’s with the Chief Financial Officer, Management Accountant, and Business Unit Management Team.
• Oversee daily administration tasks for direct sites, including raising work orders, purchase orders, and sales invoices, and ensuring timely delivery of parts and services.
• Manage and review WIP, debt, purchase invoices, open purchase orders, and maintenance invoicing for all contracts, updating as required.
• Respond to customer inquiries professionally and maintain accurate client files, conducting quarterly audits.
• Submit overtime reports to payroll, monitor engineers' work schedules, conduct site visits, attend meetings as needed, and perform additional administrative duties as requested.

Skills

Administration

Reporting

Finance liaison

Customer service

Education

Experience in a similar role

Job description

SMART is looking for a proactive Maintenance Coordinator to join our Head Office in Aldgate. You’ll be the backbone of our contract delivery, supporting the management team and keeping engineers and customers happy.

You’ll produce financial and statistical reports for your portfolio, review month-end P&L with finance leadership, and oversee daily admin tasks from work orders to invoicing. The role offers clear progression and training in a growing facilities management business.