Maintenance Contracts Support Coordinator (m/f/d)

About the Role

We are looking for a highly organised and detail-oriented Maintenance Contracts Support Coordinator to join our team in Slough. This is an excellent opportunity for an administrative professional with strong analytical skills to play a key role in supporting the management of maintenance contracts within a regulated medical device environment.

Working closely with Service, Commercial, Quality, and Regulatory teams, you will ensure maintenance contracts are administered accurately and efficiently, supporting compliance requirements and delivering excellent customer service.

Key Responsibilities

Contract Administration

• Maintain accurate warranty and installation records within Salesforce.
• Prepare and issue maintenance contract quotations in advance of renewal dates.
• Process customer orders using Contract Management Software.
• Respond promptly and professionally to customer and internal enquiries.
• Maintain accurate service contract records to support regulatory compliance and audit requirements.
• Assist in managing planned preventative maintenance (PPM) schedules.
• Ensure service visits, preventative maintenance activities, and corrective actions are documented and completed within contract requirements.
• Produce regular and ad hoc reports for internal and external stakeholders.
• Update contract coverage information when equipment is exchanged or replaced.
• Support collaboration between Service, Commercial, Quality, and Regulatory teams.
• Identify potential contract risks or service gaps and escalate where appropriate.

Data Analysis & Reporting

You will produce meaningful reports and analysis to support:

• Contract Reviews
• Quarterly Business and Governance Meetings
• Customer Service Level Agreement (SLA) reporting
• Contract Expenditure Analysis
• Commercial and Contracts Department reporting requirements

Additional Responsibilities

• Maintain and update procedures in line with the ISO 13485 Quality Management System.
• Support audit activities through the provision of contract data and supporting documentation.
• Contribute to continuous improvement initiatives.
• Manage stakeholder expectations and escalate non-standard issues where required.
• Provide wider administrative support during periods of reduced maintenance activity.
• Undertake additional duties as reasonably requested by the Line Manager.

About You

We are looking for someone who combines excellent administration and customer service skills with strong attention to detail and a proactive approach.

Essential Qualifications & Experience

• Educated to A-Level standard or equivalent.
• GCSEs (or equivalent) including English and Mathematics.
• Proficient in Microsoft Office applications, particularly Word, Excel and Outlook.
• Minimum one year's experience in a customer service or administrative environment.

Desirable Experience

• Experience using Salesforce.
• SAP experience.
• Experience working with contracts, service administration, or within a regulated environment.

Skills & Attributes

• Excellent communication and interpersonal skills.
• Highly organised with strong time management abilities.
• Professional, courteous, and customer-focused approach.
• Ability to manage multiple priorities and meet deadlines.
• Strong analytical and reporting skills.
• Ability to exercise sound judgement and adapt to changing priorities.
• Proven ability to build positive working relationships with colleagues and customers.
• Comfortable working independently and as part of a team.
• Calm and resilient under pressure.
• Exceptional attention to detail and accuracy.
• Flexible and willing to support the wider team when required.

What You'll Bring

• Strong IT skills and confidence using Microsoft Office Suite.
• A methodical and accurate approach to data management.
• Commitment to quality, compliance, and continuous improvement.
• Passion for delivering excellent customer service and supporting operational excellence.

Why Join Us?

This is an opportunity to join a collaborative and supportive team where your organisational skills, analytical ability, and customer-focused mindset will directly contribute to delivering high-quality service support within a growing and highly regulated healthcare environment.

Apply today to become our next Maintenance Contracts Support Coordinator and help ensure the seamless administration and support of our maintenance contract portfolio.