Due to continued and sustained growth, an exciting opportunity has come up for a Maintenance & Repairs co-ordinator to join our company, JH Mechanical and Electrical Services (JH-ME).
We are a fast growing, family-owned company operating across the north of England delivering mechanical and electrical maintenance, repairs and installation contracts to a wide range of clients, including North Yorkshire Council, Teesside University, Newcastle University, Sunderland City Council, Cleveland Police, VIVO and Ministry of Defence, and over 70 schools.
We aim to be the best company to work for and to work with and we offer an environment where everyone can thrive and achieve their potential.
The Maintenance and Repairs Co-ordinator plays a pivotal role our business, ensuring our repairs and maintenance contracts are delivered on time, on budget and to contract specifications, reporting on performance to both the senior management team and to clients at performance meetings.
The role reports directly to the Head of Repairs and Maintenance and leads on setting up and overseeing the delivery of maintenance and repairs contracts. The role is responsible for establishing annual maintenance programmes for the contracts with the Head of Operations, then will lead on setting up the maintenance jobs on the company CRM system, ensuring target hours for job completion and the works to be undertaken on each job is clearly identified and in line with contract specifications.
The role will also have the responsibility to ensure maintenance and responsive remedial work is undertaken in a timely manner and in accordance with statutory and legal obligations, as well as delivering the contracted service delivery specified by the client. This will involve scheduling work in advance of statutory deadlines/job priorities, overseeing the admin support to arrange access with the clients/sites, providing the client of ‘what to expect’ when our team arrives on site, as well as briefing the operatives on what is required. Once jobs have been completed, the post holder will ensure the maintenance and repairs paperwork is checked and verified and provided to the client in a timely manner, working with the operational managers to ensure any issues are identified and suitably followed up with the client if required - including quotes for any remedial/corrective works. For some contracts, the post holder will need to upload/download paperwork and job updates to/from client CRM systems – such as Concerto for North Yorkshire Council and the LARRS system for Newcastle University.
The postholder will lead on day-to-day contract update meetings with clients, providing updates on the work-in-progress and works planned, as well as providing KPI updates where required.
This role is exciting, and no one day is the same. It would suit someone who works well under pressure and to deadlines, and who is an analytical thinker who isn’t afraid to ask questions and identify ways to improve systems and delivery for the benefit for the client and the company.
The role will also require the ability to work closely with client representatives at a senior level; therefore, excellent communication skills and the ability to represent the company at a senior level is essential.
The job entails having access to sensitive contract information; therefore, the role holder will be required to demonstrate discretion, superior attention to detail, accuracy, speed and precision, as well as exceptional time management skills and the ability to meet tight deadlines at all times. The role has line management responsibilities for the administration team and therefore line management experience is essential.
WORKING HOURS: 40 hours per week
HOLIDAYS: 25 days per year excl. bank holidays
COMPANY BENEFITS:
- Enhanced Employee Assistance Programme (EAP) - Providing employees and their immediate family with 24/7 confidential advice, convenient GP appointments without the wait, professional counselling services, and a wide range of additional health & wellbeing benefits.
- Long Service Holiday Award – The opportunity to earn up to an additional 5 day’s annual leave in recognition of long service.
- Enhanced Paternity Leave – 2 weeks full pay following successful completion of the probationary period.
Key Responsibilities:
- Report to the Head of Repairs & Maintenance
- Deputise for other Contract Co-ordinators, where required
- Support the Head of Operations in setting up annual maintenance programmes for each contract
- Set up maintenance jobs on the company CRM system in line with contract specifications/agreed maintenance programmes and ensure statutory compliance at all times
- Ensure all maintenance and remedial work is planned, targeted and managed effectively on the company CRM system, from job raising to completion and invoicing
- Oversee admin helpdesk support to communicate and arrange site access with the clients
- Brief/train the operatives on contract specifications, procedures and expected behaviours on site for each contract
- Ensure the completed maintenance and repairs paperwork is checked and verified and provided to the client in a timely manner
- Work with the operational managers to ensure any job issues are identified and suitably followed up with the client if required - including quotes for any remedial/corrective works
- Ensure maintenance and repairs jobs are signed off and invoiced in a timely manner
- Upload/download paperwork and job updates to/from client CRM systems
- Lead on day-to-day contract update meetings with clients, providing updates on the work-in-progress and works planned
- Produce and report KPIs to clients in line with client expectations
- Determine the performance of contracts and report to the management team
Skills, Knowledge & Experience
- Qualified to level 3 in Business Administration (or equivalent experience) is essential
- At least 2 years’ experience in a similar role
- Extensive knowledge of Simpro CRM system would be advantageous, but if not then other CRM software products is essential Trustworthy and discreet
- Advanced Excel skills is essential
- Used to working to tight deadlines
- Excellent communication skills (both written and spoken)
- Able to communicate with internal and external stakeholders
- A proactive approach to work and problem solving
- Experience of working at a small to medium sized company
Job Types: Full-time, Permanent
Pay: £28,000.00-£33,000.00 per year
Benefits:
- Company pension
- Free parking
- Health & wellbeing programme
- On-site parking
Experience:
- Maintenance Planning: 1 year (preferred)
- Job management/Company CRM systems: 2 years (required)
- Client facing / interaction on behalf of company: 2 years (required)
Work Location: In person
