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 delegate tasks. • 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: ▪ Maintain up-to-date risk assessment records. ▪ 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