System Coordinator

This is a hybrid role sitting at the intersection of CMMS system administration and operational resource dispatching for a growing UK solar PV O&M portfolio. The successful candidate will be the central point of coordination between field technicians, subcontractors, and the back-office operations team, ensuring that work orders flow efficiently through IFS and that the right resources are dispatched to the right sites within contractual response and resolution timeframes. The role requires someone who is equally comfortable configuring system workflows as they are making real-time dispatching decisions under pressure. You will play a key part in driving data quality, SLA compliance, and continuous improvement of our IFS CMMS platform.

Who are we? Stern Energy operates ground mounted photovoltaic systems for over 450MW in the UK. We are among the largest operators in Europe with activities in 5 countries and over 1.6GW under management. We specialise in delivering revamping and repowering projects to enhance asset performance.

How do we work? EXPERTISE, RESPONSE, TRANSPARENCY AND PASSION guide everything we do. We are committed to maximising plant efficiency and long-term performance through a Total Quality approach, combining experience, technical expertise, and nationwide service delivery.

Main Responsibilities

• IFS System Coordination
  • Own the day-to-day operation of IFS CMMS, including work order creation, lifecycle management, scheduling, and closure across the portfolio.
  • Construct, maintain and improve asset hierarchies, preventive maintenance plans, and standard job templates within IFS.
  • Ensure data integrity across all work order records, including fault categorisation, root cause tagging, timestamps, and photo/document attachments.
  • Support ongoing IFS configuration improvements such as workflow refinements, custom fields, reporting views, and user permission structures.
  • Act as the first point of contact for IFS-related queries in the O&M module from field teams and office staff, providing training and troubleshooting support.
  • Coordinate with IT and external IFS consultants on system updates, patches, and integration requirements specific to the O&M module.
• Planned Maintenance Design & System Configuration (New Projects)
  • Work closely with the PM team during site onboarding to design scheduled maintenance plans in line with O&M contracts.
  • Translate contractual maintenance requirements into structured IFS PM schedules and triggers.
  • Ensure correct generation rules and automatic WO triggers are configured within IFS.
  • Validate that SLA response categories are accurately assigned at contract inception.
  • Support go-live readiness by ensuring all PM tasks are correctly loaded and tested prior to operational handover.
• Resource Dispatching
  • Receive, triage, and dispatch corrective maintenance work orders to internal field technicians or approved subcontractors based on fault priority, contractual SLAs, resource availability, and geographic proximity whilst liaising with all relevant departments where appropriate.
  • Schedule and build preventive maintenance campaigns, thermal imaging surveys, panel cleaning, and other planned activities, optimising routes and resource utilisation across multiple sites, liaising with the RTLs.
  • Monitor open work orders daily, chasing overdue tasks and escalating where SLA breach is imminent.
  • Maintain a live view of field resource availability, skillsets, and certifications to inform dispatching decisions with support of the H&S department.
  • Communicate clearly with field and office teams on job priorities, access requirements, site-specific risks, and any changes to scheduling.
  • Develop a thorough understanding of the response and resolution timeframes defined in each O&M contract across the portfolio.
  • Flag and escalate potential SLA breaches before they occur, working proactively with the operations team to find solutions.
  • Track and report on SLA compliance metrics, contributing to monthly client reporting packs.
  • Understand the distinction between contractual scope and out-of-scope works, ensuring work orders are categorised correctly for billing and reporting purposes.
• Reporting & KPIs
  • Produce weekly and monthly reports on work order volumes, completion rates, SLA performance, backlog status, and resource utilisation.
  • Identify trends in fault data and repeat failures, feeding insights back to the engineering and asset management teams.
  • Support the development of IFS dashboards and automated reporting to reduce manual effort.
  • Contribute to availability and performance reporting by ensuring accurate downtime logging within IFS.
  • Proactively identify inefficiencies in current workflows and propose improvements to processes, templates, and system configuration.
  • Participate in post-incident reviews and contribute to lessons-learned documentation.
  • Stay current with IFS product updates and assess new features for applicability to the business.

Skills & Qualifications

• 2–5 years of experience in a CMMS coordination, field dispatch, or planning role, ideally within renewable energy, utilities, or heavy asset management.
• Hands-on experience with IFS (or equivalent enterprise CMMS such as SAP PM, Maximo) including work order management, preventive maintenance scheduling, and asset hierarchy administration.
• Demonstrable understanding of SLA-driven service delivery, including response/resolution timeframes, priority classification, and escalation procedures.
• Strong knowledge of solar PV system components (inverters, string combiner boxes, trackers, MV switchgear) and common fault types in the field.
• Excellent organisational skills with the ability to manage competing priorities across a multi-site portfolio.
• Confident communicator who can liaise effectively with field technicians, subcontractors, clients, and internal stakeholders.
• Proficient in Microsoft Excel and comfortable working with data extraction, pivot tables, and basic reporting.
• Self-motivated with a proactive approach to problem-solving and process improvement.
• Direct experience with IFS Cloud or IFS Applications 10.
• Familiarity with SCADA/monitoring platforms used in solar O&M (e.g., INACCESS, VCOM, GreenPowerMonitor, AlsoEnergy).
• Experience producing operational KPI reports and dashboards.
• Understanding of UK health and safety frameworks relevant to solar PV sites (CDM regulations, working at height, electrical safety).

Benefits

• Employee Assistance programme
• Length of service policy
• Refer a friend incentive
• Enhanced paternity leave
• Medical Cash plan
• Great company culture and regular social events
• Wellness Wednesday – 30 minutes break for mindfulness
• Extensive learning and development programme
• Company mobile phone
• Company vehicle
• 25 days of annual leave plus Bank holidays

At Stern Energy, we are deeply committed to promoting equity and inclusion, and we celebrate the diversity of our team—both those who are with us today and those who will join us in the future. We encourage applications from individuals of all backgrounds, regardless of gender, gender identity, national origin, religion, social, cultural, or ethnic background, sex, sexual orientation, age, disability, pregnancy, veteran status, or any other characteristic protected by law. Our hiring decisions are based solely on business needs, job requirements, and qualifications. We strive to be an equal opportunity employer, fostering an inclusive environment where everyone is respected and free from discrimination or harassment.