PPM Service Coordinator / Scheduler

Kelly RAC is one of Ireland's leading commercial HVAC and refrigeration service providers, delivering planned preventative maintenance, reactive service and installation projects to national and regional customers.

We are looking for an experienced and highly organised PPM Service Coordinator / Scheduler to join our Service Department in Ennis.

This is a key operational role with responsibility for coordinating our Planned Preventative Maintenance (PPM) programme and ensuring maintenance visits are planned, communicated and completed on time.

The Role

You will take day-to-day ownership of coordinating and scheduling our PPM programme.

Working closely with our service engineers, customers and Service Operations Manager, you will ensure engineers are scheduled efficiently, customers are kept informed, maintenance visits are completed as planned and the necessary service documentation is returned and closed out.

This is a hands-on coordination role and will suit someone who enjoys organising people and schedules, keeping on top of detail, communicating with customers and making sure work gets completed.

No two days are exactly the same, so you will need to be comfortable dealing with changing priorities and reorganising schedules when required.

Key Responsibilities

• Plan and schedule Planned Preventative Maintenance visits across our customer base.
• Coordinate engineer diaries and workloads to maximise productive time.
• Liaise directly with customers to arrange maintenance visits and site access.
• Monitor PPM completion and identify work at risk of becoming overdue.
• Reschedule work quickly when engineers, customers or site circumstances change.
• Ensure service reports and other required documentation are received and closed promptly.
• Keep customers updated throughout the maintenance process.
• Maintain accurate job and customer information within our service management system.
• Follow up with engineers where reports, information or job updates are outstanding.
• Work closely with the Service Operations Manager to maintain service levels and improve PPM performance.
• Assist with service administration and other operational requirements when needed.
• Identify practical improvements to scheduling and service processes.

About You

We are particularly interested in someone with experience in service coordination, scheduling, service administration, facilities management support, maintenance coordination or a similar customer-facing operational role.

Experience in HVAC is helpful but is not essential. Experience coordinating field engineers, technicians or other mobile service personnel would be particularly relevant.

You should have:

• Strong organisational and scheduling skills.
• Excellent attention to detail and follow-through.
• Good customer-service and communication skills.
• The confidence to deal with both customers and field engineers.
• The ability to manage multiple priorities without losing track of outstanding actions.
• Good IT skills and confidence learning job-management and scheduling systems.
• A practical, calm and solutions-focused approach.
• A willingness to take ownership of the PPM programme and see tasks through to completion.
• The ability to work as part of a busy service team.

What Success Looks Like

Success in this position means:

• PPM visits are planned well in advance.
• Engineers have clear and efficient schedules.
• Customers know when their maintenance is taking place.
• Overdue PPM work is kept to a minimum.
• Reports and documentation are completed and closed promptly.
• Problems are identified early rather than when they become urgent.
• Customer communication is consistent and professional.
• The PPM programme is organised, visible and under control.

What We Offer

• Competitive salary, depending on experience.
• Company pension.
• Training and support.
• The opportunity to develop your skills and take increased responsibility within our Service Department.
• A stable, permanent position within an established Irish HVAC business.
• A supportive team environment with significant ownership of your own area of responsibility.

Why Join Kelly RAC?

This is an important role within our Service Department rather than simply an administrative support position.

You will have genuine responsibility for keeping a substantial maintenance programme running effectively and will work directly with our engineers, customers and service management team.

If you are organised, dependable, comfortable coordinating a busy workload and enjoy making sure things get done properly, we would like to hear from you.