Job Description

Job Advert

We are seeking a Client Services Coordinator to join the team at Total Control Services Ltd

About us

Total Control Services Ltd are a leading independent employee-owned business within the HVAC Control industry. We design, install, and maintain Building Energy Management Systems in new and existing buildings to ensure that services within them are operating to optimum efficiency, reducing consumption of electricity, gas and water, leading to reduction in the premises carbon footprint.

The position

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.

Duties:

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

delegate tasks.

Manage telephone and email correspondence. Adhere to the requirements of the Company Handbook.

Key Responsibilities:

Administrative & Coordination:

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

Planned Maintenance & Extra Works:

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.

Health & Safety & Compliance:

Maintain up-to-date risk assessment records. Prepare RAMS and permit-to-work access documents.

Finance & Invoicing:

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

Skills & Requirements:

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.