Maintenance Coordinator

Job Title: Maintenance Coordinator/Facilities Coordinator

Salary: £16.00 - £17.00 per hour

Location: Surbiton, Wimbledon, Raynes Park, Kingston, Putney, Fulham, Morden, Epsom

**6-8 weeks Temporary Role ** Immediate Start **Office based Role**

Evolve Recruitment are looking for an experienced Maintenance Coordinator to support a busy Maintenance team for a well established leading organisation. The role will be Monday -Friday in stunning offices in Wimbledon. Duties will be split but will cover a variety of team support tasks, from assisting with proposals for winning new business and renewals, to processing engineer time sheets and raising purchase orders and invoices. You will also be responsible for coordinating the Engineers and specialist contractors, which involves responding to phone calls from clients and booking both scheduled and emergency call outs. Strong customer service and communication skills are a must, as well as previous experience in a Mechanical and Electrical or Facilities environment which uses a field service management software system such as JobLogic.

KEY RESPONSIBILITIES

• Assisting where necessary with the issue of new contracts and renewal documentation.
• Filing of all relevant hard copies of documentation both electronically and client files.
• Setting up of new site inductions for Operations Manager & Engineers Invoicing
• Checking Sub-Contractor and Supplier invoices, ensuring they correspond with job/contract and purchase Order.
• Re-charging at the agreed contractual rate where necessary.
• Raising invoices for emergency call-outs, variation works and annual maintenance charges at agreed frequencies.
• Engineers Timesheets/Expenses - Ensure that all engineers and specialist contractors complete scheduled works and issuing of job reports in a timely manner.
• Processing and collating labour load and expenses relating to call-outs and planned maintenance site visits.
• Ensuring that engineers issue their expenses weekly and information is accurate.
• Site Log Books
• File all relevant material electronically and within nominated site folders in terms of items for statutory requirements, key contacts, certifications, certificates and such items.
• Monitoring of Emergency Telephone
• Taking and logging emergency call-outs and arranging for relevant engineer or sub-contractor to attend. Keeping the client informed of engineers’ approximate arrival.
• Following up on status of call-out and ensuring a fully completed job report sheet is provided for issuing to the client.
• Maintenance Schedule - Co-ordination of the engineers and specialist contractors to sites, ensuring they can feasibly travel between call-outs within agreed client timescales.
• Assist with the ordering of parts, spares for sites.
• Maintenance Assets - Update and monitor clients assets per the clients’ contract within the maintenance systems, in addition to reporting to the Operations Manager frequent failed assets for client reports and visits.
• Procurement - Organisation of work packages from specifications for tenders and subsequent orders to suppliers
• Develop strong relationships with key subcontractors and suppliers. and sub-contractors.
• General - Ordering of engineer’s uniforms
• Van stock, tools • Scheduling vehicle service checks
• Work with the support team to provide reception cover and assist other parts of the business where necessary.

SKILLS & EXPERIENCE

• Experience of using Maintenance Management Software is essential, with experience of using JobLogic Management Software preferred.
• Ideally you will have experience of a similar coordination or admin role in an M&E company or Facilities department or Property Maintenance
• You will have excellent office administration skills, such as typing, MS Word and strong MS Excel skills.
• A flexible, team working attitude is essential, as well as strong customer service skills.
• Strong English language skills are a must, both written and verbal, as well as an excellent phone manner.
• Able to communicate effectively
• A flexible, team working attitude
• Strong customer service skills
• Commitment to achieving a high standards
• Proactive approach
• Good personal organisation
• Calm under pressure

You are required to be eligible to work in the UK full time without restriction. If you feel you have the relevant skills and experience required for this role, then please apply to Evolve Recruitment, Kingston upon Thames for more information. Due to the high volume of applications we receive it is not always possible to respond to unsuccessful applicants. Therefore, if we have not responded to your application within five days please assume that on this occasion your application has not been successful.