Service Coordinator/Administrator

Job Description

• Job Title: Service Coordinator / Administrator
• Location: Duncan Macmillan House, Nottingham, NG3 6AA
• Up to £28,000 per annum
• 37.5 hours, 5 days a week

Job Introduction

Are you a highly organised administrator with a talent for coordinating people, processes and priorities? Do you thrive in a busy environment where no two days are the same?

Sodexo is seeking a proactive and customer-focused Service Coordinator/Administrator to support our medical equipment maintenance service based at Duncan Macmillan House, Nottingham. In this pivotal role, you will act as the central coordination point for planned maintenance programmes, reactive repair requests, engineer scheduling, customer communications and service documentation.

Working closely with engineers, healthcare stakeholders and suppliers, you will help ensure critical medical equipment is maintained safely and efficiently across multiple healthcare sites. Your ability to manage workflows, maintain accurate records and provide excellent customer service will directly contribute to the delivery of high-quality healthcare support services.

This is an excellent opportunity for an experienced administrator, scheduler or service coordinator looking to develop their career within a professional and purpose-driven organisation, supporting services that make a real difference to patient care.

What You'll Do:

• Coordinate planned preventative maintenance (PPM) schedules, ensuring maintenance visits are booked, tracked and completed across multiple healthcare locations.
• Manage reactive repair requests, logging faults, allocating work and keeping customers informed throughout the repair process.
• Schedule and support engineers by arranging site access, appointments, equipment availability and follow-up visits.
• Maintain accurate service records and documentation using the eQuip system and other administrative tools.
• Coordinate the receipt, tracking, storage and dispatch of medical equipment through the workshop, ensuring full traceability.
• Liaise professionally with healthcare teams, engineers, suppliers and other stakeholders to ensure excellent service delivery.
• Support commercial processes by coordinating quotations, purchase orders, supplier activities and invoicing information.
• Produce regular reports, monitor service performance and contribute to continuous improvements across the contract.

What You Bring:

• Proven experience in a customer service, administration or service coordination role, ideally within maintenance, engineering, facilities management or a related technical environment.
• Strong communication and interpersonal skills, with the ability to build effective relationships with customers, engineers, suppliers and stakeholders at all levels.
• Excellent organisational skills, with the ability to multitask, prioritise workloads and thrive in a fast-paced environment.
• Experience using CMMS, CRM or service management systems, alongside strong Microsoft Office skills, particularly Excel. Training will be provided on e-Quip.
• Confidence analysing data, producing reports and comparing information across multiple contracts to support operational decision-making.
• Strong problem-solving and conflict-resolution abilities, with a proactive approach to identifying and resolving issues.
• Knowledge of maintenance services, workflows and terminology is highly desirable, along with an understanding of engineering and service delivery environments.
• Experience with finance-related processes, contract administration and service performance monitoring would be beneficial.

What we offer:

Working with Sodexo is more than a job; it’s a chance to be part of something greater. You’ll belong in a company and team that values you for you; you’ll act with purpose and have an impact through your everyday actions; and you’ll be able to thrive in your own way. In addition, we also offer a range of resources, rewards and benefits for our colleagues and their families:

• Unlimited access to an online platform offering mental health and wellbeing support.
• Employee Assistance Programme to help with everyday issues or larger problems where you may need additional support, including legal and financial advice, support with work related issues or personal issues such as bereavement.
• Access to a free health and wellbeing app that provides rewards for maintaining a healthy lifestyle and includes access to a 24hr virtual GP and various other services.
• The Sodexo Discounts Scheme, offering great deals 24/7 (also open to friends and family) and/or the prepayment cashback card.
• Money Insights and financial benefits via the Salary Finance Platform.
• Save for your future by becoming a member of the Sodexo Retirement Plan
• A Death-in-Service benefit for colleagues who pass away whilst employed by Sodexo
• Opportunities to enable colleagues to grow and succeed throughout their career at Sodexo, including a variety of learning and development tools.
• Cycle to Work Scheme to help colleagues to do their bit for the environment whilst keeping fit.
• Volunteering Opportunities to enable all colleagues to help support worthwhile causes in our communities.
• Flexible and dynamic work environment
• Competitive compensation
• Full training and full protective uniform supplied.

Ready to be part of something greater? Apply today! Career progression for the caring profession.

Sodexo reserves the right to close this advertisement early if we are in receipt of a high volume of applications.

About Sodexo

At Sodexo, our purpose is to create a better every day for everyone to build a better life for all. As the global leader in services that improve the Quality of Life, we operate in 55 countries, serving over 100 million consumers each day through our unique combination of On-Site Food and FM Services, Benefits & Rewards Services and Personal & Home Services.

We are committed to being an inclusive employer. We are a forces friendly employer. We welcome and encourage applications from people with a diverse variety of experiences, backgrounds, and identities. We encourage our employees to get involved with our Employee Networks such as Pride, Sodexo Parents & Carers, Sodexo Disability, Ability network, So Together, Generations and Origins.

We’re a Disability Confident Leader employer. We’re committed to changing attitudes towards disability, and making sure disabled people have the chance to fulfil their aspirations. We run a Disability Confident interview scheme for candidates with disabilities who meet the minimum selection criteria for the job.

Click here to read more about what we do to promote an inclusive culture.

Sodexo Disability, Ability network, So Together, Generations and Origins.