Operations Administrator

We don’t only maintain lifts and escalators — we transform how they’re operated.At WeMaintain, we build tech that empowers the people who keep cities running, making building maintenance smarter, faster, and more human. Learn more about who we are

You don’t have to choose between autonomy and stability .

Big companies offer structure but little ownership or recognition. Small companies offer freedom but not always clear direction or long-term support.

At WeMaintain, you get both:

Autonomy backed by real support and modern tools

A culture of trust, transparency, and respect

Career growth and opportunities for internal mobility

A team that values grit, perseverance, and the drive to make a real impact

Our values come to life every day:

🤝 Care — Respect and support for clients and colleagues 💪 Grit — Persistence and high standards to get things done right 🌱 Uniqueness — Encouragement to share ideas and challenge the status quo

We are seeking a highly organised and customer-focused Customer Service Administrator to support the Customer Success Manager in delivering exceptional service to our clients within the lift and escalator industry. The successful candidate will play a key role in supporting day-to-day operations, ensuring customer enquiries are handled efficiently, service records are maintained accurately, and communication between customers, engineers, and internal departments remains effective. This role is ideal for someone with strong administrative skills who enjoys working in a fast-paced environment and is committed to providing excellent customer service.

Customer Service & Client Support

Act as a first point of contact for customer enquiries via telephone and email.

Provide timely updates to customers regarding service visits, repairs, quotations, and ongoing works.

Support the Customer Success Manager in maintaining strong customer relationships.

Escalate customer concerns and complaints appropriately whilst ensuring a positive customer experience.

Maintain professional communication with clients, contractors, and internal stakeholders.

Administrative Support

Provide administrative support to the Customer Success Manager and wider operational team.

Maintain accurate customer records, contracts, service reports, and documentation.

Process customer requests, quotations, purchase orders, and service-related paperwork.

Prepare reports, spreadsheets, and customer correspondence as required.

Ensure all documentation is filed and stored accurately within company systems.

Service Coordination

Assist with scheduling service visits, repairs, callouts, and maintenance activities.

Liaise with engineers regarding appointments, customer requirements, and attendance updates.

Monitor outstanding jobs and support the completion of works within agreed timescales.

Track and update service management systems to ensure accurate job progress reporting.

Support the coordination of emergency breakdown callouts.

Customer Success Support

Assist the Customer Success Manager with customer account management activities.

Support onboarding of new customers and contract mobilisation.

Monitor customer feedback and identify opportunities to improve service delivery.

Help prepare account review documentation and customer performance reports.

Support customer retention initiatives through proactive communication and follow-up.

General Duties

Maintain confidentiality of customer and company information.

Support continuous improvement initiatives and administrative processes.

Work collaboratively with operations, engineering, finance, and management teams.

Undertake additional administrative duties as reasonably required.

Essential

Previous experience within an administration or customer service role.

Excellent telephone manner and written communication skills.

Strong organisational skills and attention to detail.

Ability to prioritise workload and work under pressure.

Proficient in Microsoft Office, including Outlook, Word and Excel.

Strong interpersonal and problem-solving skills.

Desirable

Experience within the lift, facilities management, engineering, maintenance, or service industry.

Knowledge of service scheduling or job management systems.

Experience supporting account management or customer success functions.

Personal Attributes

Customer-focused and professional.

Proactive and solutions-oriented.

Strong team player with a positive attitude.

Reliable, organised, and able to manage multiple priorities.

Comfortable working in a fast-paced service environment.

Video call interview with Rachel, Service Desk Manager - 40 minutes

Face to face meeting with our Branch Manager - 60 minutes