Service & Operations Coordinator

M and K Trading Ltd; Chatteris; On-site; GBP 22,000 - 34,000; Full time

Job summary

M and K Trading Ltd is seeking a proactive administrator to coordinate engineering scheduling, customer communications and spare parts workflow in a dynamic environment. You will act as the bridge between customers, engineers and suppliers to ensure smooth service delivery from enquiry through to invoicing support.

The role requires confident communication, strong organisational skills and the ability to balance competing priorities while maintaining high service levels for clients across the

Qualifications

• Experience in a service coordination, operations, sales administration or similar role.
• Excellent organisational and time-management skills.
• Ability to manage multiple priorities and work effectively under pressure.
• Strong communication skills, both written and verbal.
• A confident and professional telephone manner.
• A proactive approach, with the initiative to identify and resolve problems.
• Good IT skills, including Microsoft Office.

Responsibilities

• Coordinate and maintain the engineering schedule, ensuring service visits, maintenance work and breakdown support are organised effectively.
• Act as a key point of contact for customers requiring engineering assistance, servicing and maintenance.
• Liaise with customers to arrange site visits, confirm schedules and provide updates on ongoing projects.
• Create and maintain engineering job files, ensuring all relevant documentation is available and up to date.
• Work closely with engineers to coordinate workloads, travel arrangements and customer requirements.
• Assist engineers with the preparation of service reports, inspection reports and quotations.
• Monitor outstanding jobs and follow up to ensure actions are completed.
• Manage incoming telephone calls, enquiries and customer requests professionally and efficiently.
• Build strong working relationships with customers, understanding their requirements and ensuring they receive timely responses.
• Take ownership of customer enquiries and ensure they are followed through to resolution.
• Provide proactive updates to customers regarding orders, service visits, breakdowns and project progress.
• Help maintain the high level of customer service and responsiveness on which the business depends.
• Manage incoming spare parts enquiries and orders from initial request through to dispatch.
• Source parts, obtain supplier quotations and place orders.
• Prepare, pick and pack spare parts orders and raise delivery documentation.
• Arrange courier collections and monitor deliveries.
• Maintain accurate stock records and identify when parts need to be reordered.
• Follow up on outstanding orders and delivery dates, keeping customers informed.
• Raise and manage purchase orders, both current and retrospective.
• Obtain quotations from suppliers and negotiate where appropriate.
• Place supplier orders and monitor delivery schedules.
• Match incoming supplier invoices against purchase orders.
• Develop positive working relationships with suppliers to ensure competitive pricing, reliable supply and timely delivery.
• Maintain accurate purchasing records and documentation.
• Maintain accurate job files, purchase orders, records and general business documentation.
• Coordinate travel and accommodation arrangements for engineers, including hotels, flights, ferries and trains.
• Support management with operational reporting, information gathering and administrative requirements.
• Identify opportunities to improve administrative processes, communication and overall business efficiency.
• Experience in a service coordination, operations, sales administration or similar role.
• Excellent organisational and time-management skills.
• The ability to manage multiple priorities and work effectively under pressure.
• Strong communication skills, both written and verbal.
• A confident and professional telephone manner.
• A proactive approach, with the initiative to identify and resolve problems.
• Strong attention to detail and the ability to maintain accurate records.
• Good IT skills, including Microsoft Office.
• The confidence to communicate with customers, engineers, suppliers and management.
• A practical, flexible and positive attitude.

Skills

Communication

Time management

Telephone manner

Attention to detail

Tools

Microsoft Office

Job description

This is a varied and influential position with responsibility for coordinating and supporting a broad range of business activities.

You will become a central link between customers, engineers, suppliers and management, helping to manage the full process from initial customer enquiry through to engineer scheduling, parts procurement, job completion, reporting and invoicing support.

The role requires someone who is comfortable managing competing priorities, communicating confidently with people at all levels and taking responsibility for ensuring that things get done.

Key Responsibilities

• Coordinate and maintain the engineering schedule, ensuring service visits, maintenance work and breakdown support are organised effectively.
• Act as a key point of contact for customers requiring engineering assistance, servicing and maintenance.
• Liaise with customers to arrange site visits, confirm schedules and provide updates on ongoing projects.
• Create and maintain engineering job files, ensuring all relevant documentation is available and up to date.
• Work closely with engineers to coordinate workloads, travel arrangements and customer requirements.
• Assist engineers with the preparation of service reports, inspection reports and quotations.
• Monitor outstanding jobs and follow up to ensure actions are completed.

2. Customer Service & Relationship Management

• Manage incoming telephone calls, enquiries and customer requests professionally and efficiently.
• Build strong working relationships with customers, understanding their requirements and ensuring they receive timely responses.
• Take ownership of customer enquiries and ensure they are followed through to resolution.
• Provide proactive updates to customers regarding orders, service visits, breakdowns and project progress.
• Help maintain the high level of customer service and responsiveness on which the business depends.

3. Spare Parts & Sales Administration

• Manage incoming spare parts enquiries and orders from initial request through to dispatch.
• Source parts, obtain supplier quotations and place orders.
• Prepare, pick and pack spare parts orders and raise delivery documentation.
• Arrange courier collections and monitor deliveries.
• Maintain accurate stock records and identify when parts need to be reordered.
• Follow up on outstanding orders and delivery dates, keeping customers informed.
• Raise and manage purchase orders, both current and retrospective.
• Obtain quotations from suppliers and negotiate where appropriate.
• Place supplier orders and monitor delivery schedules.
• Match incoming supplier invoices against purchase orders.
• Develop positive working relationships with suppliers to ensure competitive pricing, reliable supply and timely delivery.
• Maintain accurate purchasing records and documentation.

5. Business Administration & Operational Support

• Maintain accurate job files, purchase orders, records and general business documentation.
• Coordinate travel and accommodation arrangements for engineers, including hotels, flights, ferries and trains.
• Support management with operational reporting, information gathering and administrative requirements.
• Identify opportunities to improve administrative processes, communication and overall business efficiency.
• Experience in a service coordination, operations, sales administration or similar role.
• Excellent organisational and time-management skills.
• The ability to manage multiple priorities and work effectively under pressure.
• Strong communication skills, both written and verbal.
• A confident and professional telephone manner.
• A proactive approach, with the initiative to identify and resolve problems.
• Strong attention to detail and the ability to maintain accurate records.
• Good IT skills, including Microsoft Office.
• The confidence to communicate with customers, engineers, suppliers and management.
• A practical, flexible and positive attitude.