This is a pivotal role within the department and requires a mature, highly organised individual who can manage multiple priorities with confidence and precision. The Project coordinator coordinates workflow, enables collaboration across departments, and ultimately assumes full accountability for service delivery and client satisfaction reflecting a culture where ownership and responsibility are paramount. Key Outputs and Responsibilities 1. Supplier Management Build and maintain strong relationships with suppliers to secure competitive pricing and reliable availability Demonstrate practical understanding of supplier networks and procurement options Ensure adequate stock levels of critical spare parts to prevent service delays and maximize repair efficiency 2. Customer Service Existing Clients Receive, log, and manage service calls with professionalism and clarity Prepare accurate and commercially sound quotations, balancing labour and spare costs Proactively follow up on quotations to secure approvals and close sales Provide regular and transparent updates to customers regarding job status, delays, and completion timelines Conduct courtesy follow-ups to gather feedback, assess equipment condition, and identify future service requirements Engage confidently with corporate clients, navigating procurement systems and adding value through professional, face-to-face interaction where required 3. Internal Collaboration Accounts Department Track supplier invoices and accurately link them to corresponding job cards Ensure job cards are updated, completed, and compliant with procedures Convert job cards into sales orders, including accurate costing and consultant approvals Maintain internal tracking reports to ensure alignment between departments Compile and deliver monthly sales and service reports to management 4. Business Development New Customers Identify and re-engage lapsed customers with tailored service solutions Monitor sales histories and warranty periods to proactively offer servicing and maintenance Identify, approach, and visit potential large-scale customers to expand client base 5. Technical Department Administration Allocate and prioritize technician jobs to ensure punctuality, efficiency, and service excellence Implement systems to ensure technicians are equipped with the correct tools and spare parts Monitor job progress and follow up on completion to drive accountability Maintain ongoing reporting on job card status, technician hours, and departmental targets Assume ultimate responsibility for job quality, turnaround times, and overall client satisfaction Required / Preferred Experience 1. Supplier & Procurement Experience Proven experience managing supplier relationships in a technical, service, or spare-parts environment Hands-on experience sourcing spare parts and negotiating pricing, lead times, and availability Strong understanding of supplier networks, procurement options, and alternative sourcing Experience maintaining optimal stock levels to support service delivery and reduce downtime 2. Customer Service & Quotation Management Experience handling service calls, logging jobs, and managing customer queries in a service-driven environment Demonstrated experience preparing accurate quotations including labour, parts, and mark-ups Proven ability to follow up on quotations and convert them into approved jobs or sales Experience providing regular job status updates and managing customer expectations Confident engagement with corporate clients, including working within procurement systems and approval processes Experience conducting follow-ups to identify repeat service, maintenance, or upsell opportunities 3. Accounts & Job Card Administration Experience working closely with Accounts / Finance departments in a service business Proven experience tracking supplier invoices and matching them to job cards or service orders Hands-on experience managing job cards from creation through to completion and invoicing Experience converting job cards into sales orders with accurate costing and internal approvals Strong reporting experience, including monthly sales, service, and job tracking reports 4. Business Development & Client Growth Experience re-engaging lapsed customers and maintaining long-term client relationships Ability to analyse sales history, service cycles, and warranty periods to identify opportunities Proven experience identifying and approaching new customers, particularly in B2B or technical services Comfortable with face-to-face client visits and relationship-based selling 5. Technical Service Coordination Experience scheduling, allocating, and prioritising technician jobs in a field service or workshop environment Proven ability to coordinate tools, spare parts, and resources to ensure technicians are job-ready Experience monitoring job progress, turnaround times, and technician productivity Strong administrative control over job cards, technician hours, and departmental KPIs Accountability for service quality, turnaround times, and overall customer satisfaction 6. Systems & Operational Experience (Highly Advantageous) Experience working on ERP, job management, or service management systems Strong Excel or reporting skills for tracking jobs, costs, and performance Experience implementing or improving service administration processes Ideal Backgrounds Candidates with experience in the following environments will be particularly well suited: Technical service companies Engineering, equipment, or machinery service businesses Industrial, manufacturing, or maintenance-driven organisations Field service or repair-focused operations
