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.