Responsibilities * Act as the main point of contact for the contract, coordinating service desk activity across clients, engineers, subcontractors and internal stakeholders. * Coordinate the day-to-day operations of the engineering team and ensure engineers are clear on their schedules, locations and job requirements. * Plan, track and document all planned preventative maintenance activities. * Ensure all PPM works are scheduled within required service windows and that missed services are logged and recovery plans are implemented. * Coordinate reactive callouts, organise attendance, support resolution within contract SLAs and provide clear updates to customers. * Take ownership of reporting and document control, including exporting, editing, checking and saving service reports in the correct internal and external folders or portals. * Review service report content and flag incomplete information, incorrect terminology or missing detail to the relevant engineer or Operations Manager. * Keep planners, trackers and booking systems up to date, including PPM planners, HIU planners and other contract trackers. * Support quotation administration by reviewing requests, preparing quotations, progressing approvals and coordinating remedial works. * Take responsibility for materials and tooling acquisition, including purchase order support and order tracking. * Support the RAMS process by reviewing submissions, chasing subcontractor documentation and ensuring records are filed correctly. * Review GRNs, supplier invoices, WIP and service review actions, and support weekly operational meetings. * Support monthly reporting requirements and customer review meetings where required. * Provide wider support to the Canary Wharf and HIU teams and undertake any additional duties reasonably required by the relevant Operations Manager. * Schedule engineers, subcontractors and planned works activity. * Chase engineer job closures and ensure works are processed correctly within the CAFM system. * Run, edit, save and file daily PPM, reactive and service reports. * Manage personal and shared inboxes and respond to customer, supplier and engineer queries. * Raise callouts and coordinate engineer attendance and communication updates. * Maintain planners and booking systems, including HIU bookings when necessary. * Raise quotation requests and progress approved remedial works. * Order parts and tooling and ensure records are updated correctly. * Review GRNs and supplier invoices. * Take part in WIP reviews, service reviews and weekly meetings. * Ensure monthly reports are completed and submitted within required deadlines. * Support customer review meetings and reporting packs where required. * Complete toolbox talks and training objectives where applicable. * Ensure all of end of month billing is completed on time and that any discrepancies are raised back to the relevant Ops Manager/Team Leader
