Assistant Service Coordinator

2 weeks ago

Bristol, United Kingdom Ursell Pools & Wellness Full time

**Assistant Service Co-ordinator**

The role is to work within the service and small works team to maintain, develop and improve further our high standards, efficiency and service offering to our client base. Key to this will be maintaining a clear and detailed understanding of the team’s day-to-day works and upcoming projects. Helping to maintain an up-to-date schedule of works across a dynamic and changeable landscape whilst keeping our client base well served and informed.

Your role would include:
**Booking in and Arranging Service Work for the Engineers**
- Support the arrangement and organization of the service jobs board. Taking jobs and writing ‘T-cards’ containing the job information to set up the engineers to complete their tasks.
- Contribute to the Service Team Friday meeting to discuss the week passed and what jobs have been completed, any outstanding issues/faults left over and the plan for the week ahead. Going through each job making sure all information/equipment required for the guys is clear and sorted.
- Speaking with customers on the phone to extract as much information as possible: eg make/model equipment, pictures from the customer, more detail on the fault.
- Closing out jobs by processing pink job sheets and appropriately filing them away.
- A call to the engineers at the end of the day to confirm how the days jobs have gone and to make sure they are clear on the following days works.
- Setting the engineers up in the morning to make they have necessary equipment and information to complete their days works.
- Liaising with customers to arrange access and booking in work.
- Contribute to monthly service meeting with service team and engineers.
- Assisting in the hire of necessary equipment for the engineers to complete their day-to-day tasks

**Office Processes**
- You will be the central point for the incoming calls from customers and the initial salesperson for customers in the showroom.
- Overseeing all returns and warranty items from sites/engineers/customers
- Delivery notes - overseeing deliveries and orders. Assigning equipment to the correct job/engineer.
- Liaising with suppliers to order in and maintain stock for chemicals and supplies.
- Actively monitor the engineers worksheets to capture any quote/return visits
- Accommodation - assist in the booking and prior assessment of suitable accommodation for the installation team.

**Quoting**
- Primary sales point for domestic works quotes to cover air source heat pumps, boiler quotes, solar/winter cover quotes, domestic sand changes, bag liners, site liners and pumps.
- Support the wider quoting process for commercial quotes, coverstars etc.
- Issue pro-forma invoices to domestic clients for quick turnaround items/ deposits.

**Other Tasks**
- Work with the service team to ensure current high levels of efficiency are developed further to ensure all customers needs are being met to the maximum level.
- Work with the service team to produce quotations and client proposals following feedback from service engineers/client requests.
- Work with the team to ensure the engineers are correctly set up with the appropriate equipment, assisting in the technical specification of jobs/parts and guidance to deliver jobs efficiently.
- Work with the engineers and service team to ensure their days and time on site is cost effective and well structured.
- Continually review and develop our approach to servicing, winterises, spring commissions, aftersales.
- Develop and instigate new sales opportunities within current client base in the way of upgrades and improvements to their current pools - Air source heat pumps, liners, automatic covers, automatic dosing etc
- Working with the Service Manager and small works team and wide projects teams to develop and improve RAMS. Continually review and develop health and safety practices and procedures alongside Service Manager and service team.

**Requirements**:

- Proficiency in QuickBooks, Microsoft Office, and other administrative software
- Strong organizational skills with attention to detail
- Excellent phone etiquette and communication skills
- Ability to multitask and prioritize tasks effectively
- Experience with data entry and record keeping
- Familiarity with computerized systems and databases

**Salary & Benefits**

Starting salary of £26,500 - £29,000 p/a with profit related bonus scheme, sales commission and salary review after 6 month period

Working hours 8.00 - 17.00, Mon-Fri based from our Saltford office

Company mobile phone

21 days paid holiday plus bank holidays

Company benefit of entering a 6 monthly company wide random tombola to win a nights stay in a spa hotel.

Start date to be agreed - 1st March 2024 or earlier

**Salary**: £26,500.00-£29,000.00 per year

**Benefits**:

- Cycle to work scheme
- Life insurance

Schedule:

- Monday to Friday

Supplemental pay types:

- Commission pay

**Education**:

- A-Level or equivalent (preferred)

**Experience**:

- Customer

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