System Coordinator

Overview

Job Description – IFS System Coordinator

This is a hybrid role sitting at the intersection of CMMS system administration and operational resource dispatching for a growing UK solar PV O&M portfolio.

The successful candidate will be the central point of coordination between field technicians, subcontractors, and the back-office operations team, ensuring that work orders flow efficiently through IFS and that the right resources are dispatched to the right sites within contractual response and resolution time frames.

The role requires someone who is equally comfortable configuring system workflows as they are making real-time dispatching decisions under pressure. You will play a key part in driving data quality, SLA compliance, and continuous improvement of our IFS CMMS platform.

Who are we?

Stern Energy operates ground mounted photovoltaic systems for over 450MW in the UK. We are among the largest operators in Europe with activities in 5 countries and over 1.6GW under management. We specialise in delivering revamping and repowering projects to enhance asset performance.

How do we work?

EXPERTISE, RESPONSE, TRANSPARENCY AND PASSION guide everything we do.

We are committed to maximising plant efficiency and long-term performance through a Total Quality approach, combining experience, technical expertise, and nationwide service delivery.

• Own the day-to-day operation of IFS CMMS, including work order creation, lifecycle management, scheduling, and closure across the portfolio.
• Construct, maintain and improve asset hierarchies, preventive maintenance plans, and standard job templates within IFS.
• Ensure data integrity across all work order records, including fault categorisation, root cause tagging, timestamps, and photo/document attachments.
• Support ongoing IFS configuration improvements such as workflow refinements, custom fields, reporting views, and user permission structures.
• Act as the first point of contact for IFS-related queries in the O&M module from field teams and office staff, providing training and troubleshooting support.
• Coordinate with IT and external IFS consultants on system updates, patches, and integration requirements specific to the O&M module.

• Work closely with the PM team during site onboarding to design scheduled maintenance plans in line with O&M contracts.
• Translate contractual maintenance requirements into structured IFS PM schedules and triggers.
• Ensure correct generation rules and automatic WO triggers are configured within IFS.
• Validate that SLA response categories are accurately assigned at contract inception.
• Support go-live readiness by ensuring all PM tasks are correctly loaded and tested prior to operational handover.

• Receive, triage, and dispatch corrective maintenance work orders to internal field technicians or approved subcontractors based on fault priority, contractual SLAs, resource availability, and geographic proximity whilst liaising with all relevant departments where appropriate.

• Schedule and build preventive maintenance campaigns, thermal imaging surveys, panel cleaning, and other planned activities, optimising routes and resource utilisation across multiple sites, liaising with the RTLs.
• Monitor open work orders daily, chasing overdue tasks and escalating where SLA breach is imminent.
• Maintain a live view of field resource availability, skillsets, and certifications to inform dispatching decisions with support of the H&S department.
• Communicate clearly with field and office teams on job priorities, access requirements, site-specific risks, and any changes to scheduling.
• Develop a thorough understanding of the response and resolution time frames defined in each O&M contract across the portfolio.
• Flag and escalate potential SLA breaches before they occur, working proactively with the operations team to find solutions.
• Track and report on SLA compliance metrics, contributing to monthly client reporting packs.
• Understand the distinction between contractual scope and out-of-scope works, ensuring work orders are categorised correctly…