Service Co-ordinator

Are you an organized and proactive professional with strong administrative, computer, and coordination skills? We’re seeking a Service Co-Ordinator to join our team and provide exceptional support to our client and Contract Manager. This role is pivotal in ensuring smooth operations and high-quality service delivery.

As a Service Co-Ordinator, you’ll be the backbone of our operations, coordinating workflows, managing service requests, and maintaining compliance standards. You'll liaise with clients, engineers, and subcontractors, ensuring deadlines are met and quality standards are upheld.

Principle Duties and Responsibilities

• Coordinate the work flow for all client and internal service requests, to ensure effective completion of work in accordance with SLAs;
• Liaise with customers and operational delivery teams to arrange all service requests and sub-contractor visits and manage end to end liaising with all staff and sub-contractors throughout;
• Liaise with customers and operational delivery teams to plan and schedule all visits as per the PPM regime liaising with engineers and sub-contractors throughout to ensure 100% statutory compliance is met;
• Maintain CAFM logs, ensuring accurate information is obtained and entered to demonstrate progress to the client while providing an internal audit trail;
• Obtain and upload all relevant compliance documentation and PPM paperwork against work orders and ensure the CAFM system is populated with ‘in date’ service records/sheets;
• Review service records/sheets and raise ‘follow on’ work orders where required, assigning to the correct resource and priority;
• Maintain effective relationships with sub-contractors, ensuring work is delivered on time and to a consistently high standard, escalating and/or reporting information to the operational and procurement teams as required;
• Utilise the CAFM quotation module, liaising with the operations/delivery teams, in order to build estimates/quotations, issuing to the relevant party and managing approvals;
• Management of all chargeable Minor Works Requests, including purchasing operations;
• Raising and issuing purchase orders in line with internal governance process, updating CAFM work logs and filing all purchase orders against work orders as per company procedures;
• Ensure all deliveries are scheduled where required and all documentation (goods receipts) is filed appropriately within the CAFM system;
• Validate and receipt associated invoices against committed costs, in order to assist with Budgetary Control, escalating and resolving issues quickly;
• Ensure all costs associated with work delivery are captured and entered into the CAFM system;
• Ensure overtime requirements are captured and authorised when scheduling work;
• Ensure engineering objectives for engineer utlisation, effectiveness, productivity and job completion on first visit;
• Ensure any risk, within the scope of the contract(s), is managed and mitigated, using all methods of escalation accordingly ensuring any financial risk to Atlas is managed, recorded and mitigated where possible;
• Support and deputise for the Contract Manager where required, for all contract matters;
• Provide operational reports to the account and contract management teams on a weekly/monthly basis;
• Attend client and operational meetings as an account representative;
• Carry out any other administration tasks related to the contract as directed by the Contract Manager;
• Comply with all relevant Health & Safety Rules and regulations;
• Contribute to the ‘One FM Team’ culture.

• GCSE Math and English or equivalent required.
  
• Relevant Health and Safety qualification (IOSH, NEBOSH)

• Good written and spoken English and a good level of numeracy.
  
• Previous FM service delivery experience.
  
• Knowledge of Maximo or other CAFM systems is an advantage but not essential as training will be provided.
  
• Good IT skills including Microsoft Office – (Excel and Word).
  
• Excellent telephone and communication skills.
  
• Previous experience of an administration role in an operational environment is essential.
  
• Excellent customer service skills.

At Atlas Workplace Services, we believe great buildings start with great people. That’s why we’ve reimagined facilities management to put people first—those who work in the spaces we care for, and those who deliver our services every day.

We’re not just another FM provider — we’re a top-10 industry leader committed to doing things differently, with a personal touch, smart technology, and a passion for going the extra mile.

As part of an Employee Ownership Trust (EOT), Atlas Workplace Services is proud to be a company where our people have a meaningful stake in our success.  Being part of an EOT isn’t just about sharing in the company’s performance; it’s about creating a culture of shared responsibility, collaboration, and pride in what we achieve together.