Based at the Tunbridge Wells Head Office and reporting to the Client Services Manager. The Client Services Coordinator will provide general administration support to the Client Services Department.
Duties
* Provide general administration and support for the Client Services Department.
* Undertake the preparation and running of Planned Preventative Maintenance Contracts, remedial works and requests for callouts in an efficient manner.
* Operate and keep up to date all systems of filing and recording as required by company procedures and efficiently.
* Have clear and efficient communication skills, both written and spoken, with all levels of customer, supplier and work colleagues.
* Efficiently manage time to achieve maximum results and avoid delays.
* Understand and operate within the company authority structure, willingly receive fair and reasonable instructions.
* Make and keep commitments but do not undertake the unachievable, and where appropriate to properly manage telephone and email correspondence.
* Adhere to the requirements of the Company Handbook.
Key Responsibilities
Administrative & Coordination
* Provide administrative support for the Client Services, Maintenance and Remedial Works Teams.
* Maintain PPM/Engineering schedules, create job folders and update service management software.
Planned Maintenance & Extra Works
* Confirm creditworthiness before proceeding with new contracts or extra work.
* Process renewals and new orders.
* Coordinate engineers and subcontractors, including RAMS creation, procurement of materials and access permits for site.
* Liaise with clients to confirm access, materials and job readiness.
* Track job progress, ensure reports are completed, logged and distributed to Clients in line with individual KPI’s.
* Handle customer feedback on any issues with our delivery capability and pass to the General Manager if escalation is required.
* Maintain the Engineers 24hr Rota and advise JAM Media Response via the dedicated portal, of any changes to engineers or sites.
Health & Safety & Compliance
* Prepare RAMS and permit-to-work access documents.
Finance & Invoicing
* Use finance systems to review accounts, post entries and invoicing.
* Handle invoicing promptly upon job or material delivery completion.
Skills & Requirements
* Strong IT and admin skills with the ability to learn internal systems.
* Excellent communication and time management.
* Ability to follow instructions, meet deadlines independently or working collaboratively.
* Flexibility to adapt as the role evolves and undertake any adhoc duties as required.
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