Company Description
M2 Hospitality Solutions specialises in designing, supplying, and installing tailored kitchens and bars for the hospitality industry. With over 20 years of combined experience, the company is dedicated to providing customised solutions to meet varied client needs. From single-item equipment sales to full-scale fit-out projects, M2 Hospitality Solutions delivers expertise and exceptional service to ensure customer satisfaction. Our focus on quality and attention to detail has made us a trusted partner for businesses in the hospitality sector.
Job Title: Service & Maintenance Administrator
Industry: Commercial Catering Equipment
Location: Rochdale (office based)
Role Overview
We are seeking an organised and proactive Service & Maintenance Administrator to support the day-to-day operations of our commercial catering service department. This role is central to ensuring the efficient coordination of engineers, planned preventative maintenance (PPM) schedules, reactive breakdown calls, compliance documentation, and customer communication.
The ideal candidate will have strong administrative experience, excellent communication skills, and the ability to thrive in a fast-paced environment.
Key Responsibilities:
Service Coordination & Scheduling
- Plan and schedule reactive breakdown calls and planned preventative maintenance (PPM) visits.
- Allocate engineers efficiently based on location, skillset, and urgency.
- Monitor engineer diaries and adjust schedules as required.
- Ensure service agreements and response times are met.
Customer Support
- Act as the first point of contact for service-related enquiries.
- Log service calls accurately in the system.
- Provide customers with updates on job progress, parts availability, and engineer attendance.
- Handle complaints professionally and escalate where necessary.
Maintenance & Compliance Administration
- Maintain and update PPM contracts and service records.
- Maintain accurate customer records, equipment details, and service histories
- Prepare and issue service reports and compliance documentation.
- Track certification requirements (e.g. gas safety, electrical compliance).
- Ensure all documentation is filed accurately and securely.
Parts & Supplier Coordination
- Raise purchase orders for parts and materials.
- Liaise with suppliers regarding pricing, availability, and delivery times.
- Track outstanding parts and update customers accordingly.
Skills & Experience:
Essential:
- Previous administrative experience in a service-based environment.
- Strong organisational and time-management skills.
- Excellent verbal and written communication skills.
- Proficiency in Microsoft Office (Word, Excel, Outlook).
- Ability to multitask and work under pressure.
Desirable:
- Experience within the commercial catering equipment industry.
- Experience using service management systems
- Knowledge of PPM contracts and field service management systems.
- Understanding of compliance requirements (Gas Safe, electrical safety, etc.).
- Experience coordinating field-based engineers.
Personal Attributes
- Highly organised and detail oriented.
- Customer-focused with a professional telephone manner.
- Proactive problem-solver.
- Team player with the ability to work independently.
- Adaptable and calm under pressure.
Working Hours
- Permanent / full-time
- Monday–Friday, 8:30am–4:30pm, office based
- Overtime may be required during peak periods
Salary & Benefits
- Salary starting from £28,000 per annum (negotiable dependent on experience)
- Company pension scheme.
- Holiday entitlement in line with company policy.
- Ongoing training and development opportunities