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Service Coordinator

7 months ago

Nottingham, United Kingdom Advanced Protection Systems Ltd (APS) Full time

**Job Profile**:
The role focuses on customer service, such as dealing with customer enquiries & coordinating Operations engineers, Planning, Administration Support and Appointments. This is achieved by allocating technicians and subcontractors to the various tasks and organising the required materials and equipment. A purchase order might be required to be raised should a subcontractor or plant or access equipment be required to carry out any specific specialist task. The coordinator is required to have a continued awareness of the geographical locations of sites to the technicians around the country.

The role also requires the continued updating of the management software, typical duties include maintaining customer records, logging call outs, coordinating the paperwork such as certification, drawings, manuals that are associated with the operational work as directed by the engineer and admin Managers to enable the completion of technician’s tasks, including invoicing.

The position also requires the coordination of jobs where parts are needed, this is achieved by ordering from suppliers, liaison with the engineer and arranging to get those parts or equipment to the technician, sub-contractor or client concerned with the task.

Typical daily duties include the following:

- Logging service calls.
- Arranging site visits for technicians and or sub-contractors.
- Maintaining current customer records using the management software.
- Coordinating the ordering parts for jobs as required.
- Ordering the activities of Sub Contractors where required.
- Ordering Access /Plant equipment where required.
- Preparing and sending small works follow up quotes.
- Maintaining flow of information between Service technicians and clients.
- Extracting Maintenance calls.
- Monitor service and maintenance calls for completion within time.
- Invoicing all service and maintenance related work.
- Auditing all service-related activities making sure outstanding works, or works requiring further works, are completed in a timely manner.
- Equipment parts cost book update.
- General Administrative Duties.
- Add/update site info on IT Systems
- Create/book in jobs on IT Systems
- Check, complete & invoice jobs to include part invoicing where required
- Monitor and respond to customer KPIs & queries
- Populate and program from engineers’ electronic dockets further works actions
- Prepare parts from Stores
- Create service reports
- Investigate and action EMCS Reports
- Callout rota amendments
- Create / book-in sub
- contractor purchase orders
- All reasonable requests from the Admin / Engineer Manager.
- Day to day labour allocation responsibility
- Add/update equipment info on the IT systems
- Add/update contract info on the IT systems
- Handle scheduler problems
- Create basic remedial quotes
- Monitor Daily Invoicing and Exceptions.
- Monitor engineer return to site visits and allocate labour
- Monitor Inspection Performance
- Handle invoice queries. Escalate as required.
- Maintenance, Invoicing Statistic Monitoring.

**Competencies**:

- Attitude to Work - Have an excellent attitude and work ethic being highly motivated and able to work effectively alone under pressure to meet deadlines
- Communication Skills - The ability to communicate with people at all levels, providing clarity and gaining trust
- Team Skills - The ability to work with teams and individuals to ensure effective and professional working relationships are developed and maintained. Able to develop strong relationships with customers & colleagues.
- Customer Service Skills - The ability to both recognize and deliver excellent customer service, willing to go ‘the extra mile’ to provide customers with a lasting positive impression
- Problem Solving Skills - The ability to identify and resolve problems in a manner that enhances the business and complies with legislation
- IT Skills - The ability to use technology to save time and deliver a professional service

All duties should be delivered in accordance with Company requirements and policies relating to standards, accuracy, customer service and team working.

**Location**: Long Eaton - Derbyshire

**Work Pattern**:Full Time - 08:30am to 5.00pm Monday to Friday

**Salary**: £22,000.00-£24,000.00 per year

**Benefits**:

- Company pension

Schedule:

- Monday to Friday
- No weekends

Ability to commute/relocate:

- Nottingham, NG10 4HG: reliably commute or plan to relocate before starting work (required)

**Education**:

- GCSE or equivalent (preferred)

Work Location: In person

Reference ID: 6767