Based in our Service Department in Mullingar, Co. Westmeath, the Service Coordinator will support the day-to-day running of our service and maintenance operations.

The role involves scheduling work for technicians, dealing with customers, ordering parts, preparing quotations, preparing RAMS, updating job records and providing administrative support to the Service Manager and Field Service Technicians. Excellent computer skills are essential for this role. The successful candidate will use Microsoft Office, in-house service management systems, online databases and other computer-based systems on a daily basis. They must be confident using computers, able to learn new systems quickly and have a high level of accuracy when entering and managing information. Mechanical or Technical knowledge would be an advantage.

Reporting to: Service Manager

Hours: 40hrs per week

Days:  Monday to Thursday: 8am-5pm.

Friday 8am to 3.45pm

Essential Criteria

• At least 1 year’s experience in an administrative or office-based role.
• Excellent computer skills and confidence using computer-based systems.
• Strong knowledge of Microsoft Office, including Outlook, Word and Excel.
• Ability to learn and use new software and service management systems.
• Strong organisational and time management skills.
• Ability to manage multiple tasks and work to deadlines.
• Good communication skills, both written and verbal.
• Ability to deal with customers, technicians and suppliers.
• Good problem-solving skills.

Desirable Criteria

• Experience coordinating service or maintenance technicians.
• Experience using a service management or job management system.
• Knowledge of fire protection systems or a similar industry.
• Experience/knowledge in a mechanical, technical or logistical environment.
• Experience preparing quotations.
• Experience with stock or parts ordering.

Duties & Responsibilities

• Coordinate and schedule planned maintenance, reactive call-outs and follow-up works for Service Technicians.
• Manage technician diaries and allocate jobs based on location, availability and skills.
• Liaise with customers via phone and email to arrange visits, confirm access and provide job updates.
• Manage the Service inbox and respond to customer, technician and supplier queries.
• Create, update and manage service jobs using the In-House Built System.
• Prepare and issue RAMS and ensure the required documentation is in place before works are carried out.
• Review technician reports and arrange follow-up works, parts or quotations where required.
• Prepare quotations based on service reports and customer requirements.
• Order and track parts and materials required for service jobs.
• Process and check customer POs, job costing and information required for invoicing.
• Monitor outstanding jobs, quotations, parts and follow-up works through to completion.
• Maintain accurate service records, job cards, asset information and customer details.
• Assist with warranty jobs, maintenance contracts and subcontractor coordination.
• Prepare reports and complete administration using Microsoft Office and company systems.
• Support the Service Manager with the day-to-day running of the Service Department.
• Ensure effective communication between the Service Department, Technicians, Accounts, Projects, Procurement and other departments.