Parts Controller

Kelleher Group Maintenance are an expanding M&E, Gas and Specialist Works Contractor with a bespoke approach to the planning and execution of our clients\’ wishes. We are seeking a Parts Administrator to support our works team in managing both planned and works, for both building and Mechanical and Electrical divisions.

You will prioritise, allocate, and schedule materials, parts, and equipment to ensure timely job completion and resident satisfaction. In this role, you\’ll use our internal job management system to keep jobs up-to-date, ensuring they are completed according to priority. Strong organisational skills and a proactive approach are essential for success. The candidate will be expected to arrive at work for 7:00 a.m. to meet with engineers and ensure that any required materials are loaded onto their vehicles for the day. The role will include manual labour and overseeing our internal stock and warehouse areas. The successful candidate will be responsible for regular stock checks, maintaining appropriate stock levels, and ensuring refunds are processed promptly to support cash flow. You will create relationships with suppliers and produce weekly reports. Additionally, you will manage the resale of stock as needed, playing a key role in optimising our inventory. Strong organisational skills and a proactive approach are essential.

The successful candidate will have the ability to work under pressure and meet demanding targets in this fast‑paced position. They will have the following skills and experience:

• Fit and the ability to assist with manual labour and heavy lifting
• MUST have good knowledge of MS Word and Excel, knowledge of excel data and formula input
• Exceptional telephone manners
• Punctual, well organised and efficient with time keeping
• Social Housing background, preferred but not essential
• Ability to work in a team and well under pressure
• Can type well and to a fast pace
• Take clear instruction and act on initiative
• Can take constructive criticism
• Can work in a high paced working environment
• Formatting emails and communicating with clients
• The working environment can change on a day‑to‑day basis and is largely reactive, therefore you need the ability to move with change and keep calm, whilst making effective decisions is crucial for this key role
• You will be able to prioritise your workload effectively to deliver an efficient schedule in a high pressured and demanding environment
• You will be a strong communicator and will take pride in your work
• A self‑motivator focussed, and personable individual would succeed in this role as well as having the ability to work autonomously yet part of a wider team
• Strong note taking and administrative skills
• Able to multitask and meet deadlines
• Prior experience of using a CRM and job management / scheduling system
• Excellent communication skills
• Confident in dealing with difficult circumstances; language barriers, complaint cases etc

Key Accountabilities

• Dealing with Managing director and Director requests and personal assisting
• Managing purchasing order reports and all aspects of purchasing for both building and Mechanical and Electrical divisions
• Purchasing materials for job completion and raising Purchase orders
• Communicating with both customers and residents as required
• Regular stock checks
• Maintaining appropriate stock levels, and ensuring refunds are processed promptly to support cash flow
• Maintaining a clean and tidy stock/warehouse area at all times
• Preparation for internal auditing of company accreditationResponding to emails and clients queries immediately upon receipt
• Scheduling works based on geographic location and priority
• Ensuring workloads are scheduled productively each day for drivers and delivery of materials
• Regular updates to residents and clients regarding lead times on parts
• Running internal job and visit status reports to enable the ordering of parts
• Building a strong rapport with suppliers
• Managing credit accounts
• Hold and be part of regular client / contract meetings, visits to client offices may be required
• Minute meetings and action all follow up items
• Answering telephone calls, customer liaison and booking appointments
• Effectively communicate any concerns about work quality and ensure operatives have the right material to complete their work
• Dealing with all incoming enquiries for parts and plant via email and telephone
• Liaising with all company departments to ensure job completion

*Please note that this role is not available for those seeking to work remotely and from home