Company Overview
ProDoor UK Ltd is a reputable provider of comprehensive building and perimeter security solutions, serving high-profile clients across the UK. Since its establishment in 2001, the company has expanded its services nationwide, delivering quality products and personalized service to ensure safety and security in various commercial and public venues.
Overview
We are seeking a part time, proactive and organized Operations Co-ordinator to join our dynamic team. Working on a Thursday and Friday, this role involves overseeing daily operational activities, supporting administrative functions, and ensuring smooth communication across departments. The ideal candidate will play a key role in maintaining efficient office operations, managing team coordination, and assisting with human resources processes to support our continued growth.
Role Purpose
To plan, administrate and coordinate service and maintenance activities effectively. The role supports operational performance by managing workloads, customer communication and service administration in a fast‑paced environment.
Key Accountabilities
The role holder is accountable for:
· Checking all completed jobs and flag as required
· Send customers job cards
· Check and approve supplier invoices. Raise any queries
· Manage vehicle fleet booking servicing and repairs
· Arrange hire vans
· Book Engineer hotels
· Raise customer invoices
· Organise & update Engineers H&S checks
· Providing accurate, timely communication to customers regarding job scheduling and progress
· Answer incoming calls confidently, dealing with all enquiries always providing excellent levels of customer service
· Delivering consistently high standards of customer service and professionalism
· Managing workload and priorities to meet service and business requirements
· Schedule jobs when planner is off
· Update customer portals
· Deal with invoice queries updating customers once resolved
· Provide general administrative support as required
Qualifications & Competency Requirements
· Previous experience in a similar role
· Strong customer service skills with confidence handling enquiries by phone and email
· Highly organised with excellent time management and prioritisation skills
· IT literate with the ability to use scheduling and business systems
· Professional telephone manner with strong attention to detail
· Able to manage customer expectations and handle difficult or pressured situations calmly
· Comfortable working in a fast‑paced, high‑volume environment
· Confident working with customer portals and compliance documents e.g. work sheets, reports & RAMs
· Right to work in the UK
Experience, Knowledge & Skills
The role holder must be able to:
· Plan and prioritise workloads to maximise efficiency and service delivery
· Communicate clearly with customers, engineers and internal colleagues
· Maintain accurate job records, schedules and supporting documentation
· Work with minimal supervision while managing multiple tasks simultaneously
· Manage multiple tasks in a fast-paced environment
· Always be highly organised
Behavioural Expectations
The role holder is expected to:
· Work autonomously while contributing positively as part of a wider team
· Demonstrate reliability, accountability and a strong work ethic
· Maintain accurate records and high standards of administration
· Adapt to changing priorities and operational demands
· Remain professional and calm when working under pressure
· Act in a manner that upholds the company’s reputation at all times
Role Responsibilities
Invoicing
· Invoice completed jobs accurately and promptly, ensuring supporting documentation is complete (worksheets, reports, purchase orders where applicable)
· Respond to invoice queries and credit note requests in line with internal processes, liaising with customers and internal teams as required
Scheduling & Planning
· Book call‑outs and planned maintenance visits efficiently
· Schedule jobs accurately for engineers and subcontractors across the UK
· Balance workloads to maximise engineer utilisation and meet service requirements
Customer Communication
· Provide customers with regular updates on job scheduling and progress
· Answer incoming calls, confidently dealing with all enquiries
· Manage customer expectations and handle challenging interactions professionally
Engineer & Subcontractor Liaison
· Liaise with engineers and subcontractors, providing job information and support
· Respond promptly to queries and resolve scheduling issues
Administration & Coordination
· Process customer orders efficiently and accurately
· Check and send job cards to customers as soon as job is complete
· Produce and issue risk assessments and method statements where required
· Organise plant and tool hire as needed
· Maintain accurate service records and documentation
· Organise van fleet to ensure repairs and servicing are done swiftly and records are kept accurately
· Provide cover for colleagues as required to ensure continuity of service
General Duties
· Prepare and issue risk assessments and method statements (RAMS) when required, maintaining version control and customer requirements
· Provide general administrative support, including accurate maintenance of customer, contract and job records
· Provide cover for colleagues when required to ensure continuity of service
Health, Safety & Compliance
Comply at all times with company health and safety policies and procedures
Work in accordance with relevant legislation, company procedures and industry standards
Report any health and safety concerns, incidents or near misses promptly
Equality & Flexibility Statement
The company is committed to equality of opportunity and aims to ensure that no employee is treated less favourably due to protected characteristics under the Equality Act 2010.
This job description reflects the current responsibilities of the role. The company reserves the right to amend duties in line with business needs, following appropriate consultation.
Pay: £13.50-£14.50 per hour
Expected hours: 15.0 per week
Benefits:
- Casual dress
- Company pension
- Cycle to work scheme
- Free parking
- Health & wellbeing programme
- On-site parking
- Referral programme
Work Location: In person
