Maintenance Coordinator

Overview

Pinnacle Group is looking for a highly organised and experienced Maintenance Coordinator to join our team as the first point of contact for all helpdesk enquiries. In this role, you will manage the day-to-day administrative functions of the contract office, ensuring that all reported jobs are allocated, tracked, and resolved efficiently. You will maintain excellent communication between clients, contractors, and internal teams to guarantee smooth operations and timely job completion.

You will be joining our Total FM team based in Exeter Schools. The Total FM team provides integrated asset management and maintenance services across the education, leisure, corporate, health and living sectors to ensure facilities operate at their best. The ideal candidate will bring administration experience within a Facilities Management or similar environment, demonstrating strong computer literacy, excellent interpersonal skills and the ability to work proactively under their own initiative.

Due to the nature of this role, an Enhanced DBS check is required. This is a full-time, site-based role with the shift pattern of 8AM-4PM and/or 9AM-5PM.

• Day to day responsibility for the contract office administrative functions.
• Dealing with general enquiries relating to the contract.
• Allocating work orders to internal/external contractors, tracking job progress, implementing escalation procedures and reporting back to clients and contract staff on job progress.
• Ordering of supplies/materials.
• Process lifecycle contractor/supplier invoices for approval and payment.
• Process reactive maintenance works supplier invoices for approval and payment.
• Assist with covering the helpdesk and dealing with general enquiries as required.
• Manage monthly updates in the form of a report, documenting activity monthly, in line with the client report for completed jobs.
• Manage contractor documentation for presentation to client for payment approval.

• Administration experience working within a FM environment or similar; experience within a challenging environment is essential.
• Strong computer literacy.
• Excellent written and oral communication skills.
• Ability to prioritise workload effectively and efficiently.
• Ability to work under own initiative.

• The more diverse our workforce, the better we can adapt to and reflect the needs of our customers.
• We welcome applications from all backgrounds – particularly from those who represent the communities we serve including ex-armed forces personnel and their families.
• Inclusive culture with opportunities for learning and development to enhance your career.
• A wide range of benefits at Pinnacle Group, dependant on role or business area, including: additional leave packages, pension plans, and retailer discounts.
• Maternity/paternity packages
• Flexible working arrangements
• Life assurance
• Enhanced pension scheme
• Additional annual leave
• Private medical insurance
• Cycle to work scheme
• Employee assistance programme
• Retail discounts
• Childcare assistance
• Season ticket loans
• Sick pay schemes
• Personal development plans