Office & Operations Coordinator – Roofing / Construction
Remote / Home-Based | Part-Time | £18–£20 per hour | Approx. 20–30 hours per week
We are an established roofing contractor operating across the Ipswich and Milton Keynes areas and are looking for an experienced, highly organised Office & Operations Coordinator to take ownership of the day-to-day administrative and customer coordination side of the business.
This is not a basic data-entry or general office administration role.
You will work directly with the business owner throughout the working day and will be trusted to keep enquiries, quotations, customers, schedules, suppliers and outstanding actions moving without needing constant supervision.
We are specifically looking for someone who is proactive, responsive and confident dealing directly with customers. Previous experience working within construction, roofing, property maintenance, another trade contractor or a similar fast-moving service business would be a significant advantage.
The Role
The business owner spends much of the working day carrying out roofing surveys, visiting sites and managing works.
Your role will be to manage the administrative process around this.
You will communicate directly with the business owner throughout the day by WhatsApp and telephone, receiving survey information, photographs, pricing and instructions and turning these into completed actions.
For example, following a roofing survey you may receive photographs, job details, specification and pricing via WhatsApp. You will then be expected to prepare the quotation using our established format, send it to the customer, record it correctly and ensure it is followed up at the appropriate time.
Once something has been passed to you, the expectation is that you take ownership of it and move it forward.
Key Responsibilities
Incoming enquiries
- Answer incoming business calls promptly and professionally during agreed working hours.
- Monitor and respond to enquiries received through telephone, email and WhatsApp.
- Gather the information required to properly qualify new enquiries, including customer details, property address, nature of works, photographs and access information.
- Ensure genuine enquiries are recorded and progressed promptly.
- Arrange surveys and estimates directly with customers.
Quotations & estimates
- Work directly with the business owner following surveys and site visits.
- Receive job notes, photographs, measurements, specifications and pricing.
- Produce clear, professional customer quotations using company templates.
- Send quotations promptly and maintain accurate records.
- Identify missing information quickly and obtain clarification rather than allowing work to sit outstanding.
- Follow up quotations at agreed intervals and record the outcome.
- Identify promising opportunities requiring the business owner's involvement.
Diary & job scheduling
- Manage the business owner's working diary.
- Book and coordinate roofing surveys and estimates.
- Schedule accepted jobs and maintain the live work programme.
- Organise appointments efficiently between the Ipswich and Milton Keynes operating areas.
- Coordinate scaffolding dates.
- Arrange skips and collections.
- Coordinate material deliveries.
- Record access requirements and other job-specific arrangements.
- Adjust schedules when weather, site conditions or other circumstances affect planned works.
Customer communication
- Act as a primary point of contact for routine customer communication.
- Keep customers informed regarding surveys, quotations, start dates, scheduling and changes.
- Respond promptly to customer calls, messages and emails.
- Handle routine questions independently where possible.
- Communicate professionally when delays or problems occur.
- Be comfortable dealing with difficult conversations in a calm, firm and fair manner.
Invoices & payments
- Assist with preparing and issuing invoices at the appropriate stages.
- Monitor outstanding payments.
- Follow up overdue invoices promptly.
- Be confident contacting customers directly to chase payment in a professional but firm manner.
- Escalate genuine disputes or significant payment issues when necessary.
General business administration
- Maintain accurate customer and job records.
- Keep diaries, systems and outstanding-action lists current.
- Maintain organised electronic job files, photographs and documentation.
- Assist with completion paperwork, guarantees and routine customer documentation.
- Keep track of outstanding actions and proactively ensure they are completed.
The Person We Are Looking For
This role requires considerably more than simply being able to perform administrative tasks.
We are looking for someone who naturally takes ownership and gets things done.
You should be:
- Highly organised and reliable.
- Very responsive during your agreed working hours.
- Comfortable working directly with a busy business owner throughout the day via WhatsApp and telephone.
- Confident speaking directly with customers, suppliers and subcontractors.
- Professional, friendly and articulate on the telephone.
- Firm and confident when necessary, particularly when dealing with overdue payments or difficult customer conversations.
- Comfortable making sensible day-to-day decisions without needing constant approval.
- Able to prioritise changing demands in a fast-moving environment.
- Comfortable managing several live jobs and enquiries simultaneously.
- Confident using computers, email, WhatsApp, calendars and cloud-based business systems.
- Able to work independently from home without close supervision.
Most importantly, we are looking for someone with a strong sense of urgency.
If an enquiry arrives, a customer requires a response or an action is passed across during your working hours, we expect it to be dealt with promptly rather than unnecessarily left until later.
The successful candidate will naturally think:
“What needs to happen next, and can I deal with it now?”
Experience
We are particularly interested in applicants who have previously worked in an administrative, office coordination, customer service or operations role within:
- Construction
- Roofing
- Building
- Property maintenance
- Plumbing/heating
- Electrical contracting
- Facilities management
- Another trade or field-service business
Experience in one of these environments is strongly preferred because we need someone who already understands the practical nature of coordinating customers, tradespeople, suppliers, diaries and changing schedules.
This position is likely to suit an experienced administrator or office coordinator who is accustomed to taking responsibility rather than waiting to be given individual tasks.
Hours & Location
This is a home-based, part-time position.
We anticipate approximately 20–30 hours per week, typically around 25 hours, with some flexibility according to workload and seasonal demand.
The roofing business is generally busier during certain periods of the year, so we are looking for someone who values some flexibility in their working hours.
The role will operate primarily Monday to Friday, with the exact working pattern agreed with the successful candidate.
Because responsiveness to incoming enquiries and customers is important, we would prefer hours to be spread across the working week rather than concentrated into only two or three days.
Although the role is home-based, we require someone located reasonably close to Ipswich or Milton Keynes so occasional face-to-face meetings can be arranged when required.
Pay
£18–£20 per hour depending on experience.
We are more interested in finding the right experienced person than simply filling the position at the lowest possible cost.
Important Before Applying
Please only apply if you are comfortable working in a role where you will be expected to take ownership of tasks and communicate directly with customers without constant supervision.
This position will suit someone who enjoys keeping a busy small business organised, likes getting things completed promptly and is comfortable becoming a trusted point of contact between the business owner, customers, suppliers and subcontractors.
When applying, please include a short explanation of:
- Your previous experience in construction, trades, property maintenance or another similar business.
- The responsibilities you personally managed in your previous role.
- Your experience dealing directly with customers and managing difficult conversations.
- Your experience with quotations, scheduling, invoicing or payment chasing.
- Your preferred working hours and current availability.
We are deliberately looking for an experienced person who can become productive quickly, so specific examples of responsibilities you have previously handled will be particularly helpful.
Pay: £18.00-£20.00 per hour
Expected hours: 20.0 – 30.0 per week
Benefits:
Work Location: Remote
