Job Overview
We are seeking a highly organised and detail-oriented Scheduling Coordinator to support the day-to-day management of engineer scheduling, customer bookings, operational communications, and administrative processes. This role is critical in ensuring the smooth coordination of jobs, accurate scheduling, and timely communication across multiple teams.
The successful candidate will take ownership of scheduling accuracy, engineer communications, job tracking, invoicing, and operational administration while maintaining exceptional attention to detail and customer service standards.
Key Responsibilities
Engineer & Operational Communications
- Manage shared inboxes and engineer communications, ensuring all enquiries, updates, and operational matters are handled promptly and professionally.
- Coordinate effectively with internal teams to ensure clear communication and timely resolution of issues.
- Take ownership of communication workflows to maintain operational efficiency.
Job Scheduling & Tracking
- Schedule and manage engineer appointments within operational systems.
- Monitor and track all jobs from booking through to completion, ensuring full visibility across workflows.
- Maintain accurate scheduling records and ensure all system updates are completed correctly.
Booking Confirmations & Invoicing
- Issue booking confirmations accurately and in a timely manner.
- Generate and process invoices, ensuring customer records and systems remain fully updated.
- Support the administration of customer bookings and related documentation.
Abandoned Job Management
- Process abandoned jobs efficiently and accurately.
- Maintain up-to-date records to support resolution processes and operational reporting.
- Escalate issues where required to minimise service disruption.
Calendar & Resource Management
- Manage engineer availability, direct blocks, and scheduling restrictions.
- Cross-reference multiple calendars to ensure accurate planning and prevent scheduling conflicts.
- Maintain reliable and up-to-date scheduling information at all times.
System Accuracy & Administration
- Regularly review schedules, communications, and operational systems to ensure data accuracy.
- Update records promptly and maintain high standards of data integrity.
- Support continuous improvement of operational processes and administrative workflows.
What We're Looking For
Essential Skills & Experience
- Previous experience in scheduling, coordination, administration, or operations support.
- Excellent organisational and time management skills.
- Strong attention to detail and accuracy.
- Confident communicator with the ability to manage multiple stakeholders.
- Experience using scheduling, CRM, or operational management systems.
- Ability to prioritise workload in a fast-paced environment.
- Proficient in Microsoft Office and general business software.
Personal Attributes
- Proactive and solution-focused.
- Highly organised and dependable.
- Strong sense of ownership and accountability.
- Professional, approachable, and customer-focused.
- Able to work effectively both independently and as part of a team.
Key Performance Indicators (KPIs)
- Scheduling accuracy and job tracking completion.
- Timely processing of abandoned jobs and maintenance of accurate records.
- Booking confirmation and invoicing accuracy.
- Response times for inbox management and engineer communications.
- Accuracy of system updates across operational platforms.
- Calendar management, cross-referencing, and direct block accuracy.
Benefits
- Competitive salary.
- Supportive and collaborative working environment.
- Opportunities for professional development and progression.
- Full training provided on internal systems and processes.
If you thrive in a fast-paced operational environment and enjoy keeping schedules, systems, and communications running smoothly, we'd love to hear from you.
Pay: £24,420.00-£26,000.00 per year
Benefits:
- On-site parking
- Private medical insurance
Work Location: In person
