Contract Administrator

Job Title: Service Coordinator

Responsible To: Service Desk Team Leader

Job Function:

The Service Coordinator liaises with operations colleagues, external contractors, suppliers, and customers to ensure effective job allocation and timely completion. They are responsible for accurately recording information on bespoke CAFM systems, managing associated documentation, quotes, and invoices in line with company procedures and KPIs. Ensuring compliance with statutory regulations is also a key aspect of this role.

Principal Accountabilities:

1. Chase parts with suppliers and provide parts information to planners to schedule field engineers for priority jobs and contractual priorities.
2. Submit completed work orders for payment, ensuring all information and supporting documents are accurate.
3. Investigate and process any payment rejections.
4. Provide weekly and monthly reports on figures, rejections, and outstanding parts or work orders.
5. Monitor response times of field engineers and contractors to ensure job completion within agreed timescales.
6. Manage timesheets effectively.
7. Accurately handle invoices and purchase orders.
8. Organise and prioritise work to maximise efficiency and meet deadlines.
9. Represent the company professionally, developing strong relationships with colleagues and clients.
10. Log all information accurately on the CAFM system, ensuring all relevant fields are completed during each call or email.
11. Communicate fluently and confidently with colleagues, customers, and management.
12. Effectively communicate critical operational issues both in writing and verbally when required.
13. Work collaboratively as part of a team to deliver excellent customer service.
14. Follow management instructions and undertake ad-hoc duties as assigned.
15. Manage scheduling of field engineers’ daily appointments and related activities.

Please note: If you are not a passport holder of the country for the vacancy, a work permit may be required. For more information, check our Blog.

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Created on 17/05/2025 by TN United Kingdom

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