Service Coordinator

Kore Solutions; Inverness; On-site; GBP 25,000 - 35,000; Full time

Job summary

An established industry player is seeking a Service Coordinator to enhance operational efficiency across various divisions, including Electrical, Fire & Security, and Air Conditioning. This role involves managing job workflows, ensuring accurate cost tracking, and supporting procurement and invoicing processes. The ideal candidate will possess strong organisational skills, attention to detail, and excellent communication abilities. Join a dynamic team that values collaboration and proactive problem-solving, where your contributions will directly impact the success of the business and client satisfaction.

Qualifications

• Proven experience in a coordination, administrative, or service role.
• Strong organisational skills with the ability to manage multiple tasks efficiently.

Responsibilities

• Assist divisional managers with job workflows from quoting to invoicing.
• Maintain trackers for maintenance schedules and coordinate work with clients.

Skills

Organisational Skills

Communication Skills

Attention to Detail

Job Management Software

Microsoft Office

Tools

Simpro

Microsoft Excel

Microsoft Word

Microsoft Outlook

Job description

Company Description

Established in 2012, Kore Solutions design and deliver technology solutions to businesses across Scotland, designed to enhance operations, security and building intelligence.

From our base in Westhill, Aberdeenshire, our highly experienced team of technicians work with clients of all sizes to understand their specific business and building needs, and develop efficient, effective solutions using state-of-the-art technology

Role Description

This role is responsible for assisting divisional managers to manage job workflows from initial quoting through to invoicing, with a focus on accurate cost tracking, efficient scheduling, materials procurement, and record-keeping. Working across Electrical, Fire & Security, Air Conditioning and Cabling divisions, the Service Coordinator also supports general office operations. The position requires excellent organisational skills, attention to detail, and strong communication abilities.

Key Responsibilities

Quoting & Job Management

·Convert approved quotes into jobs, ensuring all client information and costs are accurate.

·Assist divisional managers to prepare quotes for PPM (Planned Preventative Maintenance) renewals, remedial works, and installations.

·In co-ordination with divisional managers arrange site surveys and update opportunity trackers.

Scheduling & Coordination

·Maintain trackers for maintenance schedules, job progress, and resource planning.

·Assist divisional managers to schedule engineers and coordinate work with clients to ensure timely service delivery.

Procurement & Cost Management

·Order materials and issue/manage purchase orders (POs).

·Ensure all POs and related costs are logged prior to invoicing, reviewing margins and updating pricing as needed.

Compliance & Documentation

·Prepare and send electronic forms to clients as required.

·In co-ordination with divisional managers, ensure all compliance paperwork is issued before and after completed planned works.

·In co-ordination with divisional managers approve job cards and finalise recorded hours to meet payroll deadlines.

·Invoice completed jobs, ensuring accuracy in descriptions, costs, POs, and profit margins.

Invoicing

• Support end-of-month processes, including WIP (Work In Progress) reporting and updates to Simpro.

Systems & Administrative Support

·Maintain accurate and organised records in Simpro, ensuring accessibility for all team members.

·Provide general administrative support across departments as needed.

Key Skills & Experience

·Proven Experience in a similar coordination, administrative, or service role

·Strong Organisational Skills with the ability to manage multiple tasks, priorities, and deadlines efficiently.

·Excellent Communication Skills — both written and verbal — with a professional and customer-focused approach.

·Attention to Detail in all aspects of job tracking, quoting, procurement, and invoicing.

·Proficiency with Job Management Software, ideally Simpro, and solid knowledge of Microsoft Office (Excel, Word, Outlook).

·Team Player Attitude with the ability to work collaboratively with engineers, clients, and internal teams.

·Proactive Problem Solver able to anticipate challenges and identify practical solutions quickly.

NO AGENCIES OR CONNECTIONS FROM ANYONE CONNECTED WITH AN AGENCY