COORDINATION ASSISTANT
Location: Near Exeter
Job Type: Part-Time Fixed Term – 6 Months
Department: Service / Operations
Hours: Part-time, with days and hours negotiable
Salary: Based on experience
About the Role
We are looking for an organised and proactive Coordination Assistant to provide short-term administrative and coordination support to our Service and Operations team.
Working closely with our Service Coordinators, you will assist with the day-to-day administration required to keep engineering works planned, booked and progressing efficiently. The role will focus particularly on communicating with clients and sites to arrange appointments, raising work permits, preparing RAMS and providing general administrative support to the coordination team.
This is a temporary, part-time role and would suit someone who is organised, confident communicating with clients and comfortable managing a number of tasks at the same time. Hours and days worked are negotiable and could include shorter working days, for example 9am to 3pm, making this a flexible opportunity for the right candidate.
Key Responsibilities
- Support the Service Coordinators with day-to-day administration and coordination activities.
- Contact clients, sites and other relevant contacts to book and confirm engineering works.
- Liaise with site contacts to agree suitable dates, access arrangements and any site-specific requirements.
- Raise and manage work permits and other site documentation as required.
- Assist with the preparation and issue of RAMS (Risk Assessments and Method Statements).
- Ensure relevant documentation is completed and available before engineers attend site.
- Update job information, appointment details and customer records accurately within internal systems.
- Answering incoming telephone calls
- Assist Coordinators with scheduling and planning works.
- Monitor outstanding actions and follow up with clients, sites, engineers or other relevant parties where required.
- Assist with general coordination administration to ensure jobs continue to progress efficiently.
- Support the team with updating spreadsheets, reports and other records.
- Provide general administrative assistance to the wider Service and Operations team as required.
Requirements
- Strong organisational skills and good attention to detail.
- Confident and professional telephone manner.
- Good written and verbal communication skills.
- Ability to communicate effectively with clients, sites and colleagues.
- Confident using Microsoft Office, particularly Word, Excel and Outlook.
- Ability to manage multiple tasks and prioritise workload.
- Reliable, proactive and able to work independently when required.
- Positive attitude and willingness to learn.
- Good attention to detail, particularly when preparing and checking documentation.
Desirable Experience
- Previous experience in administration, coordination or a customer-facing office role.
- Experience arranging appointments or liaising with customers and clients.
- Experience preparing or managing RAMS, permits or other site documentation.
- Experience within an engineering, construction, facilities management, property or similar environment.
- Experience using Salesforce or other CRM / job management systems.
What We Offer
- Flexible part-time working hours and days by agreement.
- Full training and support.
- Friendly and supportive working environment.
- Opportunity to gain experience within a busy engineering and service environment.
- Competitive salary based on experience.
The Person
This role would suit someone who is highly organised, confident speaking to clients and comfortable working in a busy coordination environment. You will play an important supporting role, helping our Coordinators keep on top of bookings, permits, RAMS and general administration so that engineers can attend site with the correct information and documentation in place.
The successful candidate will be someone who takes ownership of their tasks, follows things through and is not afraid to pick up the phone to get things moving.This role is ideal for someone who is organised, eager to learn, and interested in supporting engineering operations behind the scenes.
How to Apply:
Please get in touch with a brief summary of your experience and availability.
Job Types: Part-time, Temporary
Benefits:
Work Location: In person
