Junior Service Co-Ordinator

Key Responsibilities

• Service Coordination & Prioritisation
• Schedule and coordinate planned preventative maintenance (PPM) visits, liaising with customers and engineers to arrange suitable attendance dates.
• Receive, log and prioritise reactive breakdown call-outs in accordance with established service priorities and urgency.
• Monitor open jobs and flag outstanding actions to the Senior Service Coordinator / Assistant General Manager as required.

Engineer Scheduling & Allocation

Allocate engineers based on location, availability, site familiarity, relevant experience and urgency of the work.

Coordinate changes to engineer schedules in consultation with the Senior Service Coordinator / Assistant General Manager where urgent breakdowns or changing customer requirements arise.

Service Job Management

Raise job sheets and purchase orders in accordance with company procedures, and prepare draft quotations using information provided by the Senior Service Coordinator / Assistant General Manager.

Maintain accurate service management system records, including job notes, attendance details and completion information.

Carry out an initial review of completed service reports to identify whether further action may be required, and log or flag follow-up requirements to the Senior Service Coordinator / Assistant General Manager.

Customer & Engineer Communication

Liaise with customers regarding access arrangements, attendance times, job progress and service updates.

Communicate with engineers regarding job details, attendance arrangements and scheduling requirements.

Parts & Service Support

Order parts and track deliveries required for repair works.

Reporting & Administration

Support the Senior Service Coordinator / Assistant General Manager with service reporting, compliance records and departmental documentation.

Key Skills & Experience

• Strong organisational and multitasking ability, with the ability to manage and prioritise multiple service requirements.
• Excellent telephone manner and customer service skills.
• High attention to detail and accurate record keeping.
• Proficient in Microsoft Office (Outlook, Excel and Word) and comfortable using computerised service management systems.
• Ability to work in a fast-paced environment and manage changing priorities.
• Previous administrative, scheduling, service coordination or customer service experience is desirable.
• Experience within HVAC, building services or engineering/service environments is advantageous but not essential.
• Ability to communicate effectively with customers, engineers and colleagues.

Personal Attributes

• Calm under pressure, particularly when handling urgent breakdowns and changing service requirements.
• Practical problem-solver with a proactive approach.
• Positive, reliable and team-oriented.
• Well organised and able to manage competing priorities.
• Eager to develop knowledge of air conditioning systems and service processes.