Operations Coordinator – Maintenance
Location: Exeter (Office Based)
Hours: Monday to Friday, 7:00am – 4:30pm
Salary: £30,000 – £35,000 per annum
Reporting To: Managing Director
About DC Space & Storage Solutions
DC Space & Storage Solutions delivers high-quality maintenance, installation and small works services to customers across a variety of sectors.
As our business continues to grow, we are seeking an exceptional Operations Coordinator to become a key member of our Operations Team. This is an exciting opportunity for an organised, driven and proactive individual who wants to play a significant role in the continued success and growth of the business.
The Role
This is a key role within the business, directly impacting operational performance, customer satisfaction, cash flow and service delivery.
You will take ownership of a high volume of reactive maintenance, planned maintenance and small works jobs, ensuring they are progressed efficiently from order receipt through to completion and invoicing.
This is not a passive administrative role. We are looking for someone who takes ownership, drives jobs forward, solves problems and actively contributes to the operational success of the business.
Acting as the operational hub between customers, engineers, subcontractors, suppliers, the Sales Team and senior management, you will ensure jobs are delivered efficiently, professionally and profitably.
Every sale is only as successful as its delivery. This role plays a critical part in turning sales into successful outcomes, helping to create satisfied customers, repeat business and long-term client relationships.
We're looking for a highly organised, driven and proactive individual who thrives in a fast-paced environment, enjoys taking responsibility and takes pride in delivering results.
Key Responsibilities
Operations & Job Coordination
· Coordinate reactive maintenance, planned maintenance and small works jobs from receipt through to completion.
· Manage multiple live jobs simultaneously while maintaining exceptional attention to detail.
· Schedule engineers, subcontractors and resources efficiently.
· Book works into SimPRO and maintain accurate job records.
· Monitor job progress and proactively manage delays, issues and changing priorities.
· Ensure jobs are delivered within agreed timescales and customer expectations.
· Complete job card reviews and photographic evidence checks following completion of works.
Procurement & Materials Management
· Allocate stock to live jobs.
· Verify customer deposits have been received prior to ordering materials.
· Raise purchase orders with approved suppliers.
· Monitor supplier lead times and delivery commitments.
· Confirm delivery dates with suppliers and customers.
· Obtain quotations for hire equipment where required.
· Arrange and manage hire equipment bookings.
· Track deliveries and ensure materials are available when required.
· Support stock control and inventory management activities.
Scheduling & Resource Planning
· Coordinate engineer and subcontractor schedules.
· Liaise with contractors to arrange attendance and completion dates.
· Create contractor packs where required.
· Arrange inspections and coordinate follow-up actions.
· Manage Contract reactive works and final fix requirements.
· Ensure resources are planned effectively to maximise operational efficiency and service delivery.
Customer & Supplier Management
· Act as a key point of contact for customers throughout the lifecycle of each job.
· Provide timely and professional updates regarding scheduling, deliveries and job progress.
· Build strong working relationships with customers, suppliers and subcontractors.
· Manage customer enquiries, service issues and complaints effectively.
· Escalate operational concerns where appropriate while maintaining a high level of customer satisfaction.
Financial & Administrative Responsibilities
· Issue Stage 2 invoices where applicable.
· Raise final invoices promptly following completion of works.
· Maintain accurate records within SimPRO, Xero and customer portals.
· Update and maintain Work In Progress (WIP) forecasts.
· Support healthy cash flow through accurate and timely administration.
· Ensure all job documentation is complete, accurate and up to date.
Compliance & Documentation
· Issue RAMS documentation to customers.
· Maintain records across supplier and facilities management portals.
· Ensure operational processes comply with company procedures and customer requirements.
· Support continuous improvement of operational systems and processes.
Supporting Sales & Business Growth
· Work closely with the Sales Team to ensure customer orders are processed accurately and efficiently.
· Support the seamless transition of opportunities from sale through to delivery.
· Ensure jobs are scheduled, resourced and completed in line with customer commitments.
· Deliver a customer experience that encourages repeat business and long-term relationships.
· Identify and address operational risks that could impact customer satisfaction or delivery performance.
· Contribute directly to the growth of the business through operational excellence and exceptional service delivery.
Key Performance Indicators
Success in this role will be measured against a range of operational KPIs, including:
· Job completion performance.
· Scheduling efficiency.
· WIP management and forecasting accuracy.
· Customer satisfaction levels.
· Accuracy of operational records and documentation.
· Stock and procurement efficiency.
· Response times to customer enquiries and operational issues.
· Contribution to operational performance and business growth objectives.
About You
You enjoy being at the centre of a busy operation and take pride in making things happen.
You are naturally organised, proactive and accountable. You don't wait to be asked — you take ownership, identify issues early and ensure actions are followed through to completion.
You understand that operational excellence is fundamental to customer satisfaction, business performance and growth. You are comfortable working in a KPI-driven environment and motivated by achieving results.
Essential Experience
· Minimum 2 years' experience in an Operations Coordinator, Maintenance Coordinator, Service Coordinator or similar operational role.
· Experience coordinating multiple live jobs simultaneously within a fast-paced environment.
· Experience scheduling engineers, subcontractors or field-based teams.
· Strong customer service and stakeholder management experience.
· Excellent organisational and administrative skills.
· Strong working knowledge of Microsoft Excel and business systems.
· Ability to prioritise workload effectively and manage competing demands.
· Ability to work independently and take ownership of responsibilities.
Desirable Experience
· Experience using SimPRO.
· Experience using Xero.
· Experience within facilities management, maintenance, engineering services, construction, fit-out, M&E or related industries.
· Experience working with supplier portals and FM portals.
Personal Attributes
We are looking for someone who is:
· Exceptionally organised and detail-oriented.
· Driven, ambitious and results-focused.
· Proactive and able to take ownership.
· Comfortable working in a KPI-driven environment.
· Commercially aware and understands how operational performance impacts revenue, customer satisfaction and business growth.
· Calm under pressure and able to prioritise effectively.
· A confident communicator with excellent interpersonal skills.
· Professional, reliable and accountable.
· Committed to delivering outstanding customer service.
· Motivated by achieving results and continuously improving performance.
Why Join DC Space & Storage Solutions?
· Be part of a growing and ambitious business.
· Play a genuinely important role in the success of the company.
· Work closely with senior leadership and contribute directly to business performance.
· Join a supportive team where your ideas and contribution matter.
· Opportunity to develop your career as the business continues to grow.
If you are a highly organised, driven and proactive Operations Coordinator who enjoys taking ownership, solving problems and delivering results, we would love to hear from you.
Pay: £30,000.00-£35,000.00 per year
Application question(s):
- Have you previously coordinated engineers, subcontractors or field-based teams?
- Are you comfortable working in a KPI-driven environment where performance is measured against scheduling, customer service and operational targets?
- Please briefly explain why you believe you're a good fit for this role.
Work Location: In person
