Quotation & Operations Coordinator in Hounslow

Overview

• Locations: Hybrid, London FireMobile, Heathrow office and Work from Home
• Shift Pattern: Mon-Fri, 40 hours per week
• Salary: Competitive

If you require any additional support or adjustments during the recruitment process, please contact our Recruitment Department. We are here to help!

Role overview and purpose

The successful candidate will play a pivotal role in managing and processing remedial and reactive quotations. This includes following up on quotations raised by the Planned Preventative Maintenance (PPM) team, preparing new quotations, and ensuring contractor Risk Assessments and Method Statements (RAMS) are uploaded and saved in compliance with CDM regulations. They will also handle cost referrals for works exceeding the comprehensive threshold, raise purchase orders for approved works, and oversee the administration of these tasks through to completion, including assisting with the billing process.

The candidate must demonstrate the ability to manage their workload effectively, resolve day-to-day financial and operational challenges, and ensure that quotes are completed within the required KPI timeframes.

Additional responsibilities include:

• Preparing and presenting contract data for client meetings.
• Taking minutes during these meetings.
• Collaborating with Facilities Managers (FMs) and Quantity Surveying (QS) teams to resolve quote-related issues.
• Escalating unresolved matters to the candidate’s line manager.
• Fostering strong customer relationships, particularly with the London Fire Brigade team.
• Providing support as directed by the line manager.
• Preparing CDM files and associated administration for higher-level quoted works before transitioning these projects to a technically qualified supervisor for delivery.

Key responsibilities

• Prepare detailed quotations aligned with the contract schedule of rates, including labor and material breakdowns.
• Ensure RAMS are resubmitted to clients and supervisors for review prior to site attendance.
• Manage Works In Progress (WIP) efficiently and coordinate with the ABM Finance team.
• Prepare cost referrals for billing and invoicing completed work orders.
• Issue purchase orders to subcontractors for remedial and reactive work orders, as well as quotations.
• Assign and coordinate subcontractor attendance, ensuring confirmation of site visits.
• Update and maintain IBMS / portals with job progress information until completion.
• Compile data and prepare presentation materials for monthly client meetings.
• Record and distribute minutes for monthly and quarterly customer meetings in collaboration with the Senior Account Manager.

Required skills and experience

• Proficiency in preparing quotations.
• Strong understanding of Health & Safety protocols and CDM regulations for Principal Contractors.
• Competence in minute-taking.
• Advanced IT skills, including MS Office Suite (Excel, PowerPoint).
• Experience with CAFM systems.
• Excellent communication skills, with a client-facing approach.
• Prior experience in compiling and presenting monthly reports to clients.

Desirable

• Previous experience working within Fire Stations.
• Familiarity with SFG 20 maintenance standards.

Benefits

We’re proud to offer a great range of benefits including:

• 24 / 7 GP: Both you and your immediate family can speak to a UK-based GP from the comfort of your own home.
• Mental Health support and Life Event Counseling.
• Get Fit Programme.
• Financial and legal support.
• Cycle to work scheme.
• Access Perks at Work, our innovative employee app where you can find:

• Perks: discounts, gift cards, cashback, and exclusive offers.
• Life: Resources and tools on topics ranging from family and life to health, money and work.
• Support: Online chat or telephone service for urgent support in a crisis.

For more information about ABM’s benefits, visit our site.

About ABM

ABM is one of the world’s largest providers of integrated facility, engineering, and infrastructure solutions. Every day, over 100,000 team members deliver essential services that make spaces cleaner, safer, and more efficient, enhancing the overall occupant experience.

ABM serves a wide range of market sectors including commercial real estate, aviation, mission critical, and manufacturing and distribution. With over $8 billion in annual revenue and a blue-chip client base, ABM delivers innovative technologies and sustainable solutions that enhance facilities and empower clients to achieve their goals. ABM is committed to creating smarter, more connected spaces and investing in the future to meet evolving challenges.

We are committed to employment practices that promote diversity and inclusion in employment regardless of age, disability, gender reassignment, sex, marriage and civil partnership status, pregnancy and maternity status, race, religion or belief. We are proud members of the Armed Forces Covenant Employer Recognition Scheme.