Quotation and Operations Coordinator

JOB TITLE: Quotation and Operations Coordinator

LOCATION: Hybrid, London Fire Mobile, Heathrow office and Work from Home

HOURS: Full time (Permanent), 40 hours per week

SHIFT PATTERN: Monday - Friday

SALARY: Competitive

The successful candidate will play a pivotal role in managing and processing remedial and reactive quotations. This includes following up on quotations raised by the Planned Preventative Maintenance (PPM) team, preparing new quotations, and ensuring contractor Risk Assessments and Method Statements (RAMS) are uploaded and saved in compliance with CDM regulations. They will also handle cost referrals for works exceeding the comprehensive threshold, raise purchase orders for approved works, and oversee the administration of these tasks through to completion, including assisting with the billing process.

The candidate must demonstrate the ability to manage their workload effectively, resolve day-to-day financial and operational challenges, and ensure that quotes are completed within the required Key Performance Indicator (KPI) timeframes.

Additional responsibilities include preparing and presenting contract data for client meetings, taking minutes during these meetings, and collaborating with Facilities Managers (FMs) and Quantity Surveying (QS) teams to resolve quote-related issues. Unresolved matters will be escalated to the candidate’s line manager. The role requires fostering strong customer relationships, particularly with the London Fire Brigade team, and providing support as directed by the line manager.

For higher-level quoted works, the candidate will prepare CDM files and associated administration before transitioning these projects to a technically qualified supervisor for delivery.

KEY RESPONSIBILITIES

• Prepare detailed quotations aligned with the contract schedule of rates, including labor and material breakdowns.
• Ensure RAMS are submitted to clients and supervisors for review prior to site attendance.
• Manage Works In Progress (WIP) efficiently and coordinate with the ABM Finance team.
• Prepare cost referrals for billing and invoicing completed work orders.
• Issue purchase orders to subcontractors for remedial and reactive work orders, as well as quotations.
• Assign and coordinate subcontractor attendance, ensuring confirmation of site visits.
• Update and maintain IBMS/portals with job progress information until completion.
• Compile data and prepare presentation materials for monthly client meetings.
• Record and distribute minutes for monthly and quarterly customer meetings in collaboration with the Senior Account Manager.

REQUIRED SKILLS AND EXPERIENCE

• Proficiency in preparing quotations.
• Strong understanding of Health & Safety protocols and CDM regulations for Principal Contractors.
• Competence in minute-taking.
• Advanced IT skills, including MS Office Suite (Excel, PowerPoint).
• Experience with CAFM systems.
• Excellent communication skills, with a client-facing approach.
• Prior experience in compiling and presenting monthly reports to clients.

Desirable:

• Previous experience working within Fire Stations.
• Familiarity with SFG 20 maintenance standards.

We’re proud to offer a great range of benefits including:

• 24/7 GP: Both you and your immediate family can speak to a UK-based GP from the comfort of your own home
• Mental Health support and Life Event Counseling
• Get Fit Programme
• Financial and legal support
• Cycle to work scheme
• Access to Perks at Work, our innovative employee app where you can find:

• Perks: discounts, gift cards, cashback, and exclusive offers
• Life: Search for resources and tools on topics ranging from family and life to health, money and work
• Support: Online chat or telephone service for urgent support in a crisis

For more information about ABM’s benefits, visit our careers page

ABOUT US

ABM is one of the world’s largest providers of integrated facility services. A driving force for a cleaner, healthier, and more sustainable world, ABM provides essential services that improve the spaces and places that matter most. ABM offers a comprehensive array of facility services that includes cleaning, engineering, parking, electrical & lighting, energy solutions, HVAC & mechanical, security, and mission critical solutions. ABM delivers these custom facility solutions to properties across a wide range of industries – from commercial office buildings to schools, airports, hospitals, data centres, manufacturing plants and distribution centres, entertainment venues and more. In the UK we’re proud to service icon sites across the country with more than 10,000 team members. For more information, visit www.abm.co.uk.

ABM are committed to employment practices that promote diversity and inclusion in employment regardless of age, disability, gender reassignment, sex, marriage and civil partnership status, pregnancy and maternity status, race, religion or belief. We are proud members of the Armed Forces Covenant Employer Recognition Scheme.