Call Scheduler
Crawford & Co Surveyors is seeking a competent, organised and confident Call Scheduler / Office Administrator Assistant to join our team.
This role will be primarily focused on managing incoming calls, scheduling appointments and coordinating diaries for our surveyors, while also providing general administrative support to ensure the smooth running of the office.
The ideal candidate will be confident speaking with clients, highly organised, comfortable managing multiple appointments and able to work efficiently in a busy environment. This is an excellent opportunity for someone who enjoys working with people and has strong attention to detail.
Key Responsibilities Call Handling & Client Communication
- Answer and manage incoming telephone calls in a professional and friendly manner.
- Take accurate messages and ensure enquiries are passed to the appropriate surveyor or team member.
- Speak with clients to understand their requirements and provide relevant information.
- Make outgoing calls to clients to confirm appointments, obtain information and follow up on enquiries.
- Respond to emails and general correspondence promptly and professionally.
- Act as a key point of contact between clients, surveyors and other parties.
Appointment & Diary Scheduling
- Schedule survey appointments efficiently according to surveyor availability and location.
- Manage and maintain surveyors' diaries and calendars.
- Coordinate appointments, cancellations, rescheduling and follow-up calls.
- Confirm appointments with clients by telephone or email.
- Ensure surveyors have the correct client details, property information and appointment instructions.
- Organise daily schedules to minimise travel time and maximise efficiency.
- Monitor upcoming appointments and follow up where information or confirmation is required.
Administrative Support
- Maintain accurate and up-to-date client, property and project records.
- Input information accurately into databases, spreadsheets and scheduling systems.
- Organise electronic and physical files and documentation.
- Prepare letters, reports, spreadsheets and other documents as required.
- Assist with preparing invoices, purchase orders and expense records.
- Maintain accurate records of completed and outstanding appointments.
Office Coordination
- Assist with the day-to-day running of the office.
- Monitor office supplies and place orders when required.
- Ensure the office remains organised and professional.
- Assist surveyors and project managers with general administrative tasks.
- Support the team with ad-hoc projects and other duties as required.
Data & Confidentiality
- Ensure all client and appointment information is recorded accurately.
- Maintain confidentiality when handling client, property and business information.
- Follow company procedures and maintain high standards of data accuracy.
- Ensure all scheduling and administrative systems are kept up to date.
Requirements
- Previous experience in a call handling, scheduling, receptionist, office administration, customer service or similar role.
- Confident and professional telephone manner.
- Excellent communication and interpersonal skills.
- Strong organisational skills and excellent attention to detail.
- Ability to manage a busy diary and coordinate multiple appointments.
- Ability to multitask and prioritise effectively.
- Good computer skills, including Microsoft Word, Excel and Outlook.
- Ability to remain calm and professional when dealing with busy periods or changing schedules.
- A proactive approach with the ability to work independently and as part of a team.
- Previous experience within surveying, property or construction would be advantageous but is not essential.
The Ideal Candidate
We are looking for someone who is organised, approachable, reliable and confident on the telephone. You should enjoy speaking with clients, solving scheduling issues and keeping things running smoothly behind the scenes.
Experience using appointment-booking, CRM or diary-management systems would be beneficial, although training will be provided where required.
Joining Crawford & Co Surveyors offers an excellent opportunity to become an important part of our team, working closely with surveyors and clients while developing valuable experience within the surveying and property industry.
If you are an organised administrator with excellent communication skills and enjoy coordinating people and appointments, we would love to hear from you.
Job Type: Full-time
Pay: £27,000.00 per year
Benefits:
- Company pension
- Free parking
- On-site parking
Education:
- GCSE or equivalent (preferred)
Work Location: In person
