Brooktherm Refrigeration Ltd
Maintenance Assistant
Birkenhead
Posted about 12 hours ago
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Job Title: Maintenance Assistant
Location: Head Office (Birkenhead)
Department: After-Sales (AC, Refrigeration and Industrial Refrigeration)
Reports To: Maintenance Co-ordinator
Employment Type: Full-time
Job Summary:
The Assistant Co-ordinator provides administrative and operational support to the service department, assisting with the planning, scheduling, and coordination of maintenance activities across refrigeration, air-conditioning, HVAC, and industrial refrigeration systems. This role helps ensure engineers are deployed efficiently, service records are maintained accurately, and customer service standards are consistently achieved.
Key Responsibilities:
Maintenance Planning & Scheduling
- Assist with scheduling planned preventative maintenance (PPM) visits for refrigeration, HVAC, and industrial refrigeration engineers.
- Update engineer schedules and service management systems.
- Monitor outstanding visits and assist with arranging follow-up visits.
- Ensure customer appointments and service visits are communicated effectively.
Service Administration
- Raise and process service work orders, job sheets, and purchase orders.
- Update service management software with job progress and completion information.
- Maintain accurate records of engineer attendance, service reports, and maintenance activities.
- Assist in preparing maintenance schedules and service reports for management review.
- Support the administration of service contracts and customer records.
Parts & Supplier Coordination
- Assist with ordering parts, materials, and equipment required for maintenance activities.
- Liaise with suppliers regarding deliveries and stock availability.
- Monitor parts allocation and ensure engineers receive required materials.
- Track outstanding parts orders and update customers accordingly.
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Team Collaboration
- Work closely with maintenance coordinators, service managers, supervisors, and engineers.
- Support operational teams by providing administrative assistance and accurate information.
- Liaise with subcontractors and external service providers when required.
- Assist with onboarding documentation and scheduling requirements for new engineers.
Operational Support
- Help track departmental KPIs, including PPM completion rates and response times.
- Support continuous improvement initiatives to enhance service delivery.
- Escalate scheduling conflicts or operational issues to management when required.
Compliance & Documentation
- Maintain service records, maintenance logs, and compliance documentation.
- Assist with F-Gas records, asset registers, and statutory inspection documentation.
- Support the preparation and filing of RAMS, permits, and health & safety documentation.
- Ensure all records are updated in accordance with company procedures.
Customer Relationship Management
- Provide professional and courteous support to customers via telephone and email.
- Respond to customer enquiries and direct technical queries to the appropriate department.
- Assist with customer reporting and service contract administration.
- Support the delivery of high levels of customer satisfaction.
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Qualifications & Experience:
- Previous experience in an administrative, scheduling, service coordination, or customer service role.
- Experience within refrigeration, HVAC, industrial refrigeration, facilities management, engineering, or building services sectors desirable.
- Understanding of planned preventative maintenance (PPM) and reactive maintenance processes advantageous.
- Experience using service management, scheduling, or CAFM software preferred.
- GCSEs (or equivalent) in Maths and English.
- Business Administration qualification desirable but not essential.
Skills & Competencies:
- Excellent organizational and administrative skills.
- Strong communication and customer service abilities.
- Ability to manage multiple tasks and prioritize effectively.
- High level of accuracy and attention to detail.
- Good IT skills, including Microsoft Office (Word, Excel, Outlook).
- Positive, proactive, and team-oriented approach.
- Ability to work effectively in a fast-paced service environment.
Salary & Benefits:
- Competitive salary based on experience
- Company bonus scheme
- Pension scheme (up to 7% matched + death in service)
- Health care scheme
- Health insurance
- Holiday buy/sell scheme (up to 5 days)
- Company vehicle
- Training and CPD opportunities
Key Performance Indicators (KPIs):
- Accuracy of scheduling and job allocation
- PPM completion support rates
- Service administration accuracy
- Customer response times
- Job closure efficiency
- Data and record management accuracy
- Internal and external customer satisfaction
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Skills
Maintenance Planning
Scheduling
Service Administration
Customer Service
Parts Coordination
KPI Tracking
Compliance Documentation
Microsoft Office
CAFM Software
Organization
Communication
Time Management
Attention To Detail
F-Gas Records
RAMS Preparation
Asset Management