Maintenance and PPM Co-ordinator

Location: Ascot

Summary of Role

You will be responsible for managing and coordinating quotation processes for remedial repair and maintenance works within the service business. This role serves as the primary point of contact between suppliers and clients for obtaining accurate pricing and specifications for corrective remedial works.

What you will be doing

• Process requests for quotations (RFQs) for remedial works repairs and maintenance across building portfolios.
• Coordinate with approved suppliers and service providers to obtain competitive quotes.
• Review and analyse quotes for accuracy completeness and compliance with specifications.
• Ensure quotes include appropriate scope of works materials labour costs and timelines.
• Review building defect reports condition assessments and maintenance logs to determine required works.
• Interpret technical specifications and translate them into clear scope requirements for customers.
• Verify that quoted works align with identified defects and compliance requirements.
• Assess reasonableness of pricing against market rates and historical data.
• Communicate with suppliers and clients to clarify scope answer questions and negotiate pricing.
• Present quote comparisons and recommendations to clients and decision-makers.
• Maintain regular updates on quote status and any issues affecting timelines.
• Maintain accurate records of all quotes correspondence and approvals in relevant systems.
• Ensure quotes meet regulatory requirements and client standards.
• Document variations and changes to original scope.
• Identify opportunities to streamline the quotation process.
• Build and maintain relationships with reliable supplier networks.
• Contribute to development of standard specifications and pricing benchmarks.

What we will need from you

Essential:

• Experience in the sprinkler property management facilities management or construction industry
• Understanding of building maintenance repairs and remedial works
• Strong attention to detail and accuracy in reviewing technical documentation
• Proficient in Microsoft Office suite particularly Excel for quote comparisons
• Excellent written and verbal communication skills
• Ability to manage multiple quotes simultaneously and meet deadlines

Desirable:

• Knowledge of industry codes and standards
• Experience within sprinkler industry
• Understanding of procurement processes and supplier management

What you can expect in return

• Competitive & negotiable salary depending on experience.
• 25 days holiday plus bank holidays and option to buy 5 days
• Contributory company pension scheme
• Life Assurance
• Health care scheme
• Hours: 36.5 hours per week (Monday to Thursday 8.45 16.40 Friday 8.45 16:00)

Please note: You will be required to undertake a driving licence check right to work check and may be required to undertake a DBS check as part of your job role at Hall & Kay.

Additional Company information

At Hall & Kay we deliver complex fire protection and security solutions to protect what matters most to our clients. As technical experts our focus is on the lifetime value of a project. Meaning we can design supply install test and maintain all types of sprinkler gas suppression fire detection and integrated security systems. With 140 year trading experience and a strong project delivery culture we are proud to have built lasting relationships with some of the UKs most respected companies in all areas of industry and construction.

What sets us apart Our culture. What we call the Hall & Kay a people thing. Put simply we know we can achieve more when we work as a team with clients with the communities we serve and in our own business. Our people create safety every single day using their skills and experience to adapt to changing situations and rise to the challenges presented to them. Its our people that make us trusted to deliver.

Find out more about us and what our people say about us.