Job Description

Job Overview:

We are seeking a highly organised, proactive, and customer-focused

Office Coordinator

to join our team. This vital role involves booking gas, plumbing, and boiler jobs into our internal system, managing inbound communications, scheduling engineers' diaries, and ensuring that emergency and priority works are flagged and responded to swiftly. The ideal candidate will be calm under pressure, have a keen eye for detail, and be committed to delivering high standards of customer service.

Key Responsibilities:

Job Booking & Administration

Accurately input gas/plumbing/boiler jobs into the in-house booking system. Ensure all job details (property access, job type, contact information, etc.) are recorded correctly. Update job statuses and engineer notes in real time. Updating Clients and Property Managers on the job details

Customer & Stakeholder Communication

Answer incoming phone calls and emails from customers, engineers, property managers, and other stakeholders. Provide timely updates and responses to all queries, maintaining a polite and professional manner at all times. Liaise between engineers, tenants, landlords, and property managers to coordinate access and work requirements.

Scheduling & Diary Management

Schedule jobs efficiently into engineers' diaries based on availability, skillset, location, and urgency. Monitor diaries to avoid conflicts and minimize travel time between jobs. Notify engineers of new or updated jobs in a timely manner.

Emergency & Priority Handling

Identify and escalate emergency or high-priority jobs (e.g., no heating/hot water, gas leaks). Coordinate with engineers to reallocate or reprioritise jobs when necessary.

Customer Service & Quality Assurance

Ensure all interactions are handled with a high level of customer care and professionalism. Follow up with customers post-job (where applicable) to ensure satisfaction. Assist in resolving customer complaints or concerns quickly and effectively.

General Office Duties

Maintain accurate and up-to-date records in company systems. Assist with filing, document management, and other administrative tasks.

Requirements:

Experience:

Previous experience in a scheduling, administrative, or customer service role (ideally in a trades or property services environment). Experience working in a busy office setting, handling multiple priorities.

Skills:

Strong organisational and multitasking abilities. Excellent communication skills - both verbal and written. Confident phone manner and strong interpersonal skills. High attention to detail and accuracy. Ability to remain calm and professional under pressure. IT literate - comfortable using scheduling software, CRMs, email, and Microsoft Office.

Attributes:

Team player with a proactive and adaptable approach. Positive, can-do attitude with a commitment to delivering quality service. Discreet and trustworthy when handling confidential information.

Preferred (but not essential):

Knowledge of plumbing, heating, or gas industry terminology. Experience working with Property Managers, Tenants & Landlords. Familiarity with compliance documents such as Gas Safety Certificates, boiler service records, etc.
Job Type: Full-time

Pay: From 25,000.00 per year

Work Location: In person