Maintenance Coordinator

About the role

This is a Maintenance Coordinator role responsible for coordinating reactive and planned maintenance works from initial request through to completion. You will schedule and allocate jobs to internal trades and subcontractors, prepare quotes and maintenance proposals, liaise with clients and suppliers, monitor outstanding jobs, and manage invoicing and documentation for a busy maintenance operation.

Key responsibilities

• Coordinate reactive and planned maintenance works from initial request through to completion

• Schedule and allocate jobs to internal trades and subcontractors, ensuring works are completed efficiently and on time

• Prepare quotes, tenders and maintenance proposals, including gathering pricing and relevant supporting information

• Liaise with clients, trades, suppliers and subcontractors regarding scheduling, access, job requirements and progress

• Monitor outstanding jobs and proactively follow up to keep works moving

• Review completed works and supporting documentation to ensure jobs are ready for invoicing and close-out

• Prepare and issue invoices accurately and promptly

• Maintain job records, purchase orders, work orders, reports and other maintenance documentation

• Assist with subcontractor coordination, compliance documentation and procurement as required

• Provide general administrative support to the Maintenance Department and assist the team wherever required

About you

• Previous experience in a Maintenance Coordinator, Service Coordinator, Scheduler, Facilities Coordinator, Maintenance Administrator or similar role

• Experience working within building maintenance, facilities management, construction or a trade-services business is strongly preferred

• Demonstrated experience coordinating trades and scheduling jobs

• Strong administration and organisational skills

• Excellent written and verbal communication skills

• Confidence dealing directly with clients, subcontractors and tradespeople

• Strong computer skills and the ability to learn job-management and business systems quickly

• Good attention to detail, particularly when preparing quotes, work orders and invoices

• Ability to prioritise effectively in a fast-moving maintenance environment

• Manage multiple jobs and competing priorities without losing track of the details