Service Desk & Maintenance Contracts Coordinator
Role Title & Summary
Service Desk & Maintenance Contracts CoordinatorLocation: Office Based Electro Automation (NI) Ltd, LisburnJob Type: Full-Time | PermanentSalary: £28,000 £34,000 (Dependent on Experience)
We are seeking a highly organised and detail-focused Service Desk & Maintenance Contracts Coordinator to join our growing team in Lisburn.
This is a key administrative role supporting the efficient delivery of our service and maintenance operations. You will play an integral part in coordinating service desk activities, maintaining maintenance contract records, scheduling planned maintenance visits, managing ERP data accuracy, and ensuring completed jobs are fully updated and ready for invoicing.
Working closely with the Service Manager, Maintenance Sales Team, Engineers, Finance Department, Office Manager and customers, you will help ensure our service delivery processes remain accurate, efficient and customer focused.
This role is ideally suited to someone who enjoys working in a structured environment, has exceptional attention to detail, and takes pride in maintaining high standards of organisation and administration.
About Us Electro Automation Group
Founded in 1984, the Electro Automation Group is a leading provider of automation, access control, and security solutions, supporting clients across Ireland, Northern Ireland, the UK, and Europe. With operations in Dublin, Lisburn, and Birmingham, we deliver industry-leading systems, including automated gates and doors, barriers, turnstiles, CCTV, car parking systems, and integrated access platforms. The Group also includes NEAT Gates, our specialist division for premium aluminium gates and outdoor structures.
What truly sets us apart is our people. With a team of 150+ professionals, we foster a collaborative, supportive environment where individuals can learn, grow, and excel. We work with integrity, embrace innovation, and take pride in solving complex challenges together. Joining Electro Automation means becoming part of a team committed to quality, continuous improvement, and delivering solutions that stand the test of time.
Electro Automation Benefits
At Electro Automation, our people are the foundation of our success. We know exceptional results come from exceptional teams, which is why we offer a competitive, comprehensive rewards and benefits programme designed to support your wellbeing, professional growth, and long-term career development.
Benefits Include:
- Competitive remuneration package
- Pension scheme
- Private Health Insurance
- Death in Service Benefit
- Company Events, Social Club and Charity Events
- Long-Term Service Recognition Programme
- Health and Wellbeing Initiatives
Your Responsibilities
As Service Desk & Maintenance Contracts Coordinator, you will:
- Support the day-to-day coordination of service desk activities and administration.
- Maintain and update customer, contract, billing, site and contact information within the ERP system.
- Create and manage maintenance contract records and associated asset information.
- Ensure customer and asset records remain accurate, complete and up to date.
- Schedule planned preventative maintenance visits in accordance with customer contract requirements.
- Update ERP systems with scheduled, completed and outstanding maintenance activities.
- Monitor maintenance contracts for amendments, renewals, pricing changes and customer updates.
- Liaise closely with the Maintenance Sales Team regarding contract changes and customer requirements.
- Review completed engineer and maintenance job sheets for accuracy and completeness.
- Verify that all required information has been captured before jobs progress for invoicing.
- Update customer purchase order information against completed jobs.
- Ensure all job records are fully updated and invoice ready.
- Submit completed and checked jobs to the Office Manager for final invoicing review.
- Maintain trackers for maintenance visits due, completed, overdue, awaiting purchase orders and ready for invoicing.
- Escalate missing information, asset discrepancies, contract queries and purchase order issues where required.
- Support continuous improvement initiatives across service desk and maintenance administration processes.
- Deliver excellent customer service and maintain strong communication with both internal and external stakeholders.
Your Areas of Knowledge & Expertise That Matters to Us
We are looking for someone who brings:
- Previous experience within a service coordination, service desk, maintenance administration, scheduling, contracts administration or similar role.
- Strong administrative skills with excellent attention to detail and accuracy.
- Experience using ERP, CRM, service management or job management systems.
- Good understanding of customer records, maintenance contracts, job management and invoicing processes.
- Excellent organisational, planning and prioritisation skills.
- Ability to manage multiple contracts, schedules and administrative activities simultaneously.
- Strong verbal and written communication skills.
- Confidence working with customers, engineers, sales teams, finance departments and management.
- A proactive approach to identifying and resolving issues.
- Ability to follow up and close out outstanding actions effectively.
- Strong Microsoft Office skills, particularly Outlook and Excel.
- The ability to work independently while contributing positively to a collaborative team environment.
Bonus Areas Preferred / Nice-to-Have Skills
While not essential, the following would be advantageous:
- Experience working within engineering, facilities management, construction support services, automation, security systems or maintenance-related industries.
- Knowledge of preventative maintenance contract administration.
- Previous experience coordinating field-based engineering teams.
- Familiarity with ERP platforms and service management software.
- Experience producing reports, trackers and operational performance data.
- Understanding of service level agreements (SLAs) and contract compliance requirements.
- Experience supporting process improvement initiatives.
What Success Will Look Like
Success in this role will be measured through:
- Accurate maintenance contract, customer and asset records.
- Planned maintenance visits scheduled and completed within contractual timeframes.
- High levels of ERP data integrity and administration accuracy.
- Efficient management of service desk and maintenance administration activities.
- Completed jobs consistently processed and prepared for invoicing without delay.
- Strong collaboration between service, sales, engineering and finance teams.
- Reduced administrative errors and improved process efficiency.
- Effective management of purchase order and contract information.
- Timely resolution of outstanding issues and missing information.
- Positive feedback from both customers and internal stakeholders.
Electro Automation Group Working Style & Culture
At Electro Automation Group, you’ll find a genuinely warm, welcoming, and collaborative environment where people are encouraged to share ideas, ask questions, and grow. We operate with an open-door mindset approachable leaders, supportive colleagues, and a culture built on trust and integrity.
Our teams take pride in doing things the right way: investing in skills, embracing innovation, and standing over every project we deliver. With modern, purpose-built facilities and a commitment to continuous learning, we empower our people to do their best work while feeling valued, respected, and part of a team that delivers excellence together.
Ready to Take Your Career to the Next Level?
At Electro Automation, you’ll join a welcoming and friendly team that values your expertise, supports your growth, and allows you to work on industry-leading projects that make a real impact.
If you are a highly organised administrator who enjoys creating structure, maintaining accuracy, and helping deliver outstanding customer service, we’d love to hear from you.
WHJS1_NI
…