Job Title: Managed Service Coordinator

Competitive Salary
25 days holiday
Hours of work
Tuesday to Saturday 0830 - 1700 1-hour lunch 37.5 hours per week

What is the purpose of the Managed Services Coordinator role?

• To provide effective and efficient administrative support to the Managed Service Team
• To maintain and develop a local network of housekeepers and contractors throughout Cumbria
• To arrange housekeeping services as required to ensure all cottages are clean and ready to accept visitors
• To manage the laundry supplies and stock levels via our automated system to ensure that clean bedding is supplied for all changeovers.
• To manage supplies of cleaning materials, equipment and guests supplies.
• Communicate with and support owners to ensure that adequate supplies are provided and equipment, laundry needs met.
  
  What are the key responsibilities of the Managed Services Coordinator role?

Properties
  

• Ensure all properties have suitable housekeeping arranged after each booking and support the delivery and distribution of laundry, cleaning products, welcome supplies and equipment
• Arrange for housekeepers to cover holidays and absences where the regular housekeeper is unavailable
• Keep owners up to date on equipment and laundry or guests supplies that they need to arrange. Being clear on the impact of the issue, who needs to take ownership and any contractor arrangements and costs
• Support the Customer Service Team with arranging any last-minute housekeeping requirements
• Support the Managed Service Team with the setting up of new cottages on to our Managed Service
• Visit cottages to replenish supplies and carry out stock checks
• Assist with cottage inspections to ensure guests expectations will be met and properties are fit for purpose. Including feeding back concerns and suggestions to the owner on condition in a friendly and constructive manner
• Work closely with Property Management Team to manage the owner relationship, communication, and expectations.
• Work with the Holiday Support / Complaints Team to rectify any concerns raised by visitors during or after their stay relating to housekeeping and guest supplies. Housekeepers & Contractors
• Be a main point of contact for housekeepers and ensure that they are provided with information relating to cottages and clear expectations.
• Proactively expand our network of housekeepers and assist with advertising and recruitment of housekeepers
• Arrange effective changeover housekeeping for all cottages
• Assist with visual spot checks at cottages to ensure housekeepers are working to a satisfactory standard, feeding back any concerns to the relevant parties

  
Administration
  

• Ensure personal and shared email inboxes are managed, monitored and responded to in a timely, professional manner
• Ensure phone lines/ voicemails are managed, monitored and responded to promptly
• Manage the supply of laundry via our automated system
• Work with housekeepers and contractors to set communication and invoicing expectations
• Support the Managed Service Team in approving contractor and housekeeping invoices
• Order and arrange purchase of supplies to support the managed service
• Keep systems and spreadsheets up to date and accurate, recording all relevant information Health and Safety
• Raise any Health and Safety concerns you are made aware of within a property with your line manager and the property owner
• Report anything unsafe to the Health & Safety representative and report accidents, near misses, and so on in the accident book
• Ensure Health & Safety and welfare within the office follows the company’s procedures, as described in the Health & Safety Policy General
• Provide high quality managed services for our cottages
• Work in line with Managed Service processes and procedures
• Practice good time management when arranging property visits and spot checks
• To communicate in a calm and clear manner to all stakeholders
• To support the wider company group when required
• Be available to attend meetings and training
• Provide excellent customer service to all stakeholders
• Raise any concerns and questions you have with you line manager about your duties and abilities

What skills and Experience will the Managed Services Coordinator have?

• Outstanding communication and influencing skills
•  Customer focused with experience of managing a range of customers
• Good IT, numeracy, data and literacy skills
• A problem solver who is able to work on own initiative
• Good time management
• Full driving licence
• Flexible, meticulous, motivated, intellectual, quick thinking and energetic.
• Knowledge of property and/or the holiday letting industry would be advantageous

 

• What will the Managed Services Coordinator get in return?
• 34 days holiday
• £300 vouchers
• 25 days holiday
• pension
• training
• great team culture