Planned Preventative Maintenance (PPM) Contract Coordinator

Swegon UK & I; Ashby-de-la-Zouch; On-site; GBP 28,000 - 36,000; Full time

Job summary

Swegon UK&I is seeking a Planned Preventative Maintenance Contract Coordinator to join the Service team in Ashby De La Zouch. This on-site role focuses on managing and renewing PPM contracts, maintaining strong client relationships, and driving service sales.

You will work within an internal sales framework and liaise with maintenance and operations teams to ensure contract delivery. The ideal candidate will have strong admin, CRM and Microsoft Office skills, excellent communication, and proven

Qualifications

• Excellent administration skills.
• Strong interpersonal and communication skills, both written and verbal.
• Strong customer service skills.
• Excellent computing skills including Microsoft Office packages and ERP/CRM systems.
• Pleasant and effective telephone manner.
• Experience of exceeding customer expectations.
• Experience of coordinating with customers to meet business needs.
• Excellent time management skills.
• Ability to work independently and as part of a team.

Responsibilities

• Oversee and manage existing PPM contracts, ensuring all contractual obligations are met and clients are satisfied.
• Develop and implement strategies to retain clients and renew contracts, focusing on building long-term relationships.
• Assist the sales team in identifying potential opportunities for upselling and cross-selling PPM services.
• Serve as the primary point of contact for clients regarding their PPM contracts, addressing issues promptly and professionally.
• Maintain accurate records of all client interactions, contract details, and sales activities in the CRM system.
• Work closely with maintenance and operations teams to ensure timely and efficient delivery of services as per contract terms.
• Generate regular reports on contract status, client feedback, and sales performance.
• Monitor market trends and competitor activities to identify new business opportunities and enhance service offerings.
• Deal with customer enquiries and ensure the database is updated.
• Prepare renewal quotes / contracts and administrate renewal contract orders.
• Pursue renewal quotations to improve conversion and retention rates.
• Process orders for Maintenance contracts in the system.
• Make regular contact with customers and potential customers by phone to secure renewal contracts.
• Ensure processes are in line with QA work instructions and procedures using controlled forms and templates.
• Update CRM system to keep auditable records.
• Assist with fielding telephone enquiries and redirect to appropriate team members.
• Any other duties as required.

Skills

Administration

Interpersonal skills

Customer service

Time management

Teamwork

Independent working

Education

GCSEs

Business admin qualification

Full Driving Licence

Computer literacy

Tools

Microsoft Office

ERP/CRM systems

Job description

Position Summary

We have a great opportunity for a Planned Preventative Maintenance (PPM) Contract Coordinator, to join Swegon's Service team based in Ashby De La Zouch. The purpose of this role is to work as part of the internal sales team responsible for managing and retaining maintenance contracts, ensuring client satisfaction, and driving sales growth.

This role is based fully on site 5 days per week, with no remote or hybrid working and the appointed candidate would therefore need to be based in or around this area.

Main duties and responsibilities

• Oversee and manage existing PPM contracts, ensuring all contractual obligations are met and clients are satisfied.

• Develop and implement strategies to retain clients and renew contracts, focusing on building long-term relationships.

• Assist the sales team in identifying potential opportunities for upselling and cross-selling PPM services.

• Serve as the primary point of contact for clients regarding their PPM contracts, addressing any issues or concerns promptly and professionally.

• Maintain accurate records of all client interactions, contract details, and sales activities in the CRM system.

• Work closely with the maintenance and operations teams to ensure the timely and efficient delivery of services as per the contract terms.

• Generate regular reports on contract status, client feedback, and sales performance, providing insights and recommendations for improvement.

• Monitor market trends and competitor activities to identify new business opportunities and enhance service offerings.

• Effectively deal with customer enquiries and ensure the database is updated

• Prepare renewal quotes / contracts and administrate renewal contract orders.

• Pursue all maintenance renewal contracts quotations to improve conversion and retention rates

• Process orders for Maintenance contracts in the system

• Making regular contact with customers and potential customers over the phone to assist in securing renewal contracts

• Ensuring processes are in line with QA work instructions and procedures utilising controlled forms and templates

• Update CRM system to keep auditable records

• Assist where required with fielding telephone enquiries, responding where possible directly or ensuring enquires are dealt with by the most appropriate team member

• Any other duties as required

Essential Experience

• Excellent administration skills

• Strong interpersonal and communication skills, both written and verbal.

• Strong customer service skills

• Excellent computing skills including Microsoft Office packages and ERP/CRM systems

• Pleasant and effective telephone manner.

• Experience of exceeding customer expectations.

• Experience of corresponding and coordinating with customers to meet business needs.

• Excellent time management skills

• Ability to work independently and as part of a team

Desirable

• Experience of working within a fast paced service delivery environment

• Experience of preparing renewal quotations and following up orders

• Order acknowledgements

Essential Qualifications

• GCSE or equivalent

• Good standard of business related administration qualification/experience.

• Full Driving Licence

• Computer literacy

We offer

At Swegon, we work to create the world's best indoor climate that makes people thrive and feel good inside. We have ambitious goals in our sustainability efforts, in offering the most energy-efficient products, promoting gender equality, and becoming carbon neutral, and we have clear transparency in our work. We offer exciting challenges in a global environment with competent colleagues and a culture characterized by our values; "Customer Empathy, Trust, and Commitment," which permeate everything we do and are the basis for the decisions we make and how we interact with each other. At Swegon, we have an open and flexible organizational culture with short decision-making processes, plenty of development opportunities, and we care about you being able to balance your work with your personal life. We place great emphasis on personal qualities, welcome applicants with different backgrounds, and strive for diversity and gender equality.

About Swegon Group

Swegon Group, owned by the Stockholm Stock Exchange-listed Investment AB Latour, is a market-leading provider of a healthy indoor climate, with solutions for ventilation, heating, cooling, and climate optimization, as well as connected services and technical expertise. Swegon has subsidiaries and distributors worldwide and 17 production units in Europe, North America, and India. The company has approximately 3000 employees and had a turnover of approximately SEK 6 billion in 2022.