Clockwork Maintenance Limited
Maintenance Controller
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The Role
This is a varied role where no two days are the same. You will be responsible for coordinating maintenance works from the moment a job is received through to completion, ensuring excellent communication with clients, engineers, and contractors throughout the process. This position would suit someone who thrives in a busy environment, enjoys problem-solving, and has excellent organisational skills.
Key Responsibilities
Customer Service & Administration
- Respond to incoming emails promptly and professionally.
- Answer incoming telephone calls and deal with customer enquiries.
- Liaise with managing agents, tenants, landlords, and contractors.
- Provide updates on ongoing works.
- Handle customer queries and resolve issues where possible.
- Maintain accurate job records and documentation.
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Scheduling & Operations
- Schedule engineers and subcontractors efficiently.
- Allocate reactive maintenance jobs.
- Plan works to maximise engineer productivity.
- Monitor engineer attendance and job progress.
- Rearrange appointments where required.
- Ensure emergency jobs are prioritised appropriately.
- Track outstanding works and follow up where necessary.
Job Management
- Raise new jobs on the company system.
- Issue work orders to engineers.
- Obtain quotations from suppliers and subcontractors.
- Chase outstanding quotations.
- Ensure reports and photographs are received following each attendance.
- Send engineer reports to clients promptly.
- Monitor outstanding recommendations and remedial works.
Invoicing & Finance Support
- Prepare and issue invoices for completed works.
- Ensure all completed jobs are invoiced accurately.
- Upload invoices to client portals where required.
- Assist with credit control by monitoring overdue invoices.
- Maintain accurate records of completed works.
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General Office Duties
- Maintain filing systems and digital records.
- Support the Directors with administrative tasks.
- Assist with preparing quotations and client documentation.
- Ensure compliance documentation is uploaded and organised.
Who We're Looking For
- Excellent organisational skills.
- Strong written and verbal communication.
- Ability to prioritise multiple tasks.
- Confident using Microsoft Office (Outlook, Word, and Excel).
- Strong attention to detail.
- Ability to work under pressure in a fast-paced environment.
- Professional and friendly manner.
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Jessica, London
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