Client Services Co-ordinator

Based at the Tunbridge Wells Head Office and reporting to the Client Services Manager. The Client Services Coordinator will provide general administration support to the Client Services Department.

• Provide general administration and support for the Client Services Department.
• Undertake the preparation and running of Planned Preventative Maintenance Contracts, remedial works and requests for callouts in an efficient manner.
• Operate and keep up to date all systems of filing and recording as required by company procedures and efficiently.
• Have clear and efficient communication skills, both written and spoken, with all levels of customer, supplier and work colleagues.
• Efficiently manage time to achieve maximum results and avoid delays.
• Understand and operate within the company authority structure, willingly receive fair and reasonable instructions.
• Make and keep commitments but do not undertake the unachievable, and where appropriate to properly manage telephone and email correspondence.
• Adhere to the requirements of the Company Handbook.

• Provide administrative support for the Client Services, Maintenance and Remedial Works Teams.
• Maintain PPM/Engineering schedules, create job folders and update service management software.

• Confirm creditworthiness before proceeding with new contracts or extra work.
• Process renewals and new orders.
• Coordinate engineers and subcontractors, including RAMS creation, procurement of materials and access permits for site.
• Liaise with clients to confirm access, materials and job readiness.
• Track job progress, ensure reports are completed, logged and distributed to Clients in line with individual KPI’s.
• Handle customer feedback on any issues with our delivery capability and pass to the General Manager if escalation is required.
• Maintain the Engineers 24hr Rota and advise JAM Media Response via the dedicated portal, of any changes to engineers or sites.

• Prepare RAMS and permit-to-work access documents.

• Use finance systems to review accounts, post entries and invoicing.
• Handle invoicing promptly upon job or material delivery completion.

• Strong IT and admin skills with the ability to learn internal systems.
• Excellent communication and time management.
• Ability to follow instructions, meet deadlines independently or working collaboratively.
• Flexibility to adapt as the role evolves and undertake any adhoc duties as required.