Job Title: Admin/Service Coordinator
Location: Westhill, Aberdeenshire
Job Type: Full Time
Salary: Competitive Salary depending upon experience
Job Summary:
This role is responsible for assisting divisional managers to manage job workflows from initial quoting through to invoicing, with a focus on accurate cost tracking, efficient scheduling, materials procurement, and record-keeping. Working across Electrical, Fire & Security, Air Conditioning and Cabling divisions, the Admin / Service Coordinator also supports general office operations. The position requires excellent organisational skills, attention to detail, and strong communication abilities.
Key Responsibilities
Quoting & Job Management
- Convert approved quotes into jobs, ensuring all client information and costs are accurate.
- Assist divisional managers to prepare quotes for PPM (Planned Preventative Maintenance) renewals, remedial works, and installations.
- In co-ordination with divisional managers arrange site surveys and update opportunity trackers.
Scheduling & Coordination
- Maintain trackers for maintenance schedules, job progress, and resource planning.
- Assist divisional managers to schedule engineers and coordinate work with clients to ensure timely service delivery.
Procurement & Cost Management
- Order materials and issue/manage purchase orders (POs).
- Ensure all POs and related costs are logged prior to invoicing, reviewing margins and updating pricing as needed.
Compliance & Documentation
- Prepare and send electronic forms to clients as required.
- In co-ordination with divisional managers, ensure all compliance paperwork is issued before and after completed planned works.
- In co-ordination with divisional managers approve job cards and finalise recorded hours to meet payroll deadlines.
- Invoice completed jobs, ensuring accuracy in descriptions, costs, POs, and profit margins.
Invoicing
- Support end-of-month processes, including WIP (Work In Progress) reporting and updates to Simpro.
Systems & Administrative Support
- Maintain accurate and organised records in Simpro, ensuring accessibility for all team members.
- Provide general administrative support across departments as needed.
Key Skills & Experience
- Proven Experience in a similar coordination, administrative, or service role
- Strong Organisational Skills with the ability to manage multiple tasks, priorities, and deadlines efficiently.
- Excellent Communication Skills — both written and verbal — with a professional and customer-focused approach.
- Attention to Detail in all aspects of job tracking, quoting, procurement, and invoicing.
- Proficiency with Job Management Software, ideally Simpro, and solid knowledge of Microsoft Office (Excel, Word, Outlook).
- Team Player Attitude with the ability to work collaboratively with engineers, clients, and internal teams.
- Proactive Problem Solver able to anticipate challenges and identify practical solutions quickly.
