Service Operations Coordinator

Caledonian Lifts Manchester Ltd.; Manchester; On-site; GBP 22,000 - 30,000; Full time

Job summary

Caledonian Lifts Manchester Ltd. is seeking a proactive Office Administrator to support the Service and Contracts teams. You will log calls, dispatch engineers, schedule maintenance, and manage documentation, while handling phones, inboxes and visitor greetings.

The role includes fleet and facilities administration and GDPR-compliant data management. Based in Manchester, the role requires strong organisational skills and experience with ERP/CRM systems.

Responsibilities

• Log calls and dispatch engineers via job management system
• Schedule planned maintenance and repairs
• Chase parts and update customers
• Maintain asset register
• Answer phones, handle general enquiries and greet visitors
• Manage post, email inboxes, filing and office supplies
• Maintain document control, company records and templates
• Support Contracts and Service teams with paperwork (O&M manuals, certificates, customer letters)
• Assist with fleet, insurance and facilities administration
• Log incoming breakdown calls and pass them to the Service Coordinator out of hours or when busy
• Coordinate meeting rooms, diaries, travel and accommodation for engineers and managers
• Maintain the vehicle register (MOT, servicing, tax, tracker and fuel cards)
• Track LOLER thorough examination and insurance inspection reports received from customers
• Keep supplier, customer and contact databases up to date
• Arrange office maintenance, cleaning, IT support and equipment
• Coordinate company events, staff communications and noticeboards
• Support GDPR compliance for records and data retention
• Log customer complaints, acknowledge them and track each through investigation to closure, escalating to the relevant manager and keeping the complaints register up to date
• Systems integration support: data migration and cleansing, user set-up and day-to-day administration of ERP, CRM and FSM systems after an acquisition

Job description

Caledonian Lifts Manchester Ltd. is seeking a proactive Office Administrator to support the Service and Contracts teams. You will log calls, dispatch engineers, schedule maintenance, and manage documentation, while handling phones, inboxes and visitor greetings.

The role includes fleet and facilities administration and GDPR-compliant data management. Based in Manchester, the role requires strong organisational skills and experience with ERP/CRM systems.