Scheduling Co-ordinator

2 weeks ago


London, United Kingdom Epiq Systems, Inc. Full time

It's fun to work at a company where people truly believe in what they are doing

**Job Description**:
Virtual/Hybrid Role

Summary and Purpose of role:
The role of the scheduling coordinator is to work with the scheduling team to ensure the smooth and efficient resourcing of assignments within the court reporting sector. The role primarily encompasses administrative functions, but executive, liaison and communicative functions are to be expected. The administrative function of the role includes: billing and data entry, booking and providing quotes for travel and accommodation, daily confirmations of independent contractors, obtaining, sharing and filing documents. The executive function of the role will include: time management, planning and prioritization, flexible and creative thinking. The liaison and communicative aspects of the role includes relationship building and management (both internal and external), transparency, reactivity, and receptivity.

Major activities and responsibilities

(Job role primarily includes but is not limited to)
- Manage the administration and handling of court documents: obtaining, filing, and distributing.
- Processing independent contractor and vendor invoices and invoice queries.
- Data entry: entering invoice fees into our billing platform.
- Checking and entering independent contractor expenses, flagging anomalies and liaising with Project Managers accordingly.
- Send weekly invoice reminders.
- Gather reporter availability (monthly)
- Enter and record reporter availability accurately to support scheduling lead in arranging job assignments.
- Send daily job confirmations to all independent contractors.
- Liaise with Accounts Payable on any discrepancies and request amended documents accordingly.
- Provide the Sales team with accurate travel and accommodation quotes upon request.
- Organize and book all independent contractor travel and accommodation.
- Provide independent contractors with an itinerary for all work conducted remotely.
- File receipts and provide monthly spreadsheet of costs spent on bookings.
- Gather and record daily transcript delivery times.
- Resource docs-in support and amendment completion when required.

Interpersonal Management:

- Work effectively as part of a team, takes initiative in recognizing areas where support is required and offers assistance.
- Flexible and adaptable in approach
- Able to self-motivate and support other team members.
- Problem solving abilities.
- Communicates positively and efficiently both with internal teams and external contractors/vendors.
- Professionally manages all queries (internal or external)
- Answer all questions honestly.
- Able to professionally manage workload and conflicting priorities.

Additional responsibilities
- Support the scheduling team, scheduling lead and scheduling manager with arranging the transactional diary and the booking of independent contractors.
- Asist with reporter liaison duties: availability, general queries, and technical query escalation.
- Communicating resources changes to project managers and project technicians where required.
- Collaborate with all stakeholder teams to ensure provision of all required information. Providing timely response to queries and taking ownership of challenges which arise.
- Record and manage transactional diary quality checks and liaise with the Quality and Training Manager regarding quality control targets.
- Resource jobs in a way that balances demands for a quality service, in line with budget and reporter availability.

Ideal Background & Profile
- Good attention to detail
- Previous experience in administration
- Able to prioritize workload.
- Fast learner, adaptable and can think on one’s feet.
- Enthusiastic
- Team player
- Excellent communication skills
- Professionally manages all queries (internal or external)
- Communicates positively and efficiently both with internal teams and external contractors/vendors.
- Professionally manages all queries (internal or external)

If you like wild growth and working with happy, enthusiastic over-achievers, you'll enjoy your career with us


  • Ppm Co-ordinator

    4 weeks ago


    London, United Kingdom Braundton Consulting Limited (Recruitment) Full time

    **PPM Co-ordinator** **Monday - Friday, 8am-5pm** **Fully Office Based in London** **£29k-£32k Per Annum** Our client is looking for a planned and preventative maintenance co-ordinator to join their amazing team in London! You would be working for a passionate, dedicated, trustworthy, transparent, and caring company, who believe that this allows everyone...


  • London, United Kingdom Burton Bolton & Rose Recruitment Services Ltd Full time

    A highly successful local Company requires an energetic Maintenance Co-ordinator to join their happy and proactive team and provide a high level of customer service to clients based throughout the UK. Some of your duties will include: Acting as first point of contact for clients who require maintenance support or emergency repairs Ensuring a high level...


  • London, United Kingdom Burton Bolton & Rose Recruitment Services Ltd Full time

    A highly successful local Company requires an energetic Maintenance Co-ordinator to join their happy and proactive team and provide a high level of customer service to clients based throughout the UK. Acting as first point of contact for clients who require maintenance support or emergency repairs Co-ordinating planned maintenance requirements by...


  • London, United Kingdom Mitie Full time

    **Mitie has a great opportunity for a Project Work Co-Ordinator** **Salary £12.01 Hourly Paid** **40 hours a week** **Remote working** **Great company benefits such as, life assurance, pension, and company sick pay.** **Job Overview** The Project Work Co-Ordinator will support with data analysis, administration, file management, and scheduling. You...


  • West London, United Kingdom Tiger Recruitment Ltd Full time

    We have a new events role working for an established University in central London. We are looking for an experienced Events Co-ordinator to come and join an events team for three to four months. This would be to assist a large-scale conference event that they are hosting. They are looking for someone to lead a small team and co-ordinate the event. This is...


  • London, United Kingdom Chelsea and Westminster Hospital NHS Foundation Trust Full time

    The patient experience co-ordinator will provide coordination, support and administrative skills to the patient experience team. The post holder will work as a key member of the patient experience team and will be responsible for managing and maintaining core documentation,information and reporting for the Patient and Public Engagement and Experience...


  • London, United Kingdom Smc Construction and Maintenance Full time

    Assistant Operations Co-ordinator We are seeking an Assistant Operations Co-ordinator to join our expanding team. We work in the Maintenance and Construction sector and your duties would include Reviewing the P/O’s which we receive daily Allocate the P/O’s to different people who work for us Working alongside external clients Ensuring all tenants...

  • Bid Co-ordinator

    1 month ago


    London, United Kingdom Scott Brownrigg Full time

    **Bid Co-ordinator - London** We have an exciting opportunity for a proactive **Bid Co-ordinator** who will support our teams globally in London, New York, Singapore, Edinburgh, Cardiff and Amsterdam. You will have excellent communication skills with an energetic approach and the ability to work autonomously. An excellent knowledge of InDesign coupled with...


  • London, United Kingdom Lukka Care Homes Full time

    **Activity Co-Ordinator required for Summerdale Court Care Home, London, E16** To organise and provide a varied and appropriate programme of activity, showing consideration for the needs, wishes and desires of the individual residents RESPONSIBILITIES: ⇒ Identify resident activity needs and wishes through assessment, observation and discussion. ⇒...


  • London, United Kingdom Lewisham and Greenwich NHS Trust Full time

    Band 4 Admissions Co-ordinator - Surgical Admissions Team An opportunity has arisen for an enthusiastic, well-motivated individual who enjoys working in a challenging and busy environment. You will provide and co-ordinate high quality support within the Surgical Admissions Team at University Hospital Lewisham and Queen Elizabeth Hospital Woolwich. The post...


  • London, United Kingdom The Bridge Renewal Trust Full time

    **Mental Health Programme Co-ordinator** **Job Title**:Mental HealthProgramme Co-ordinator **Responsible to**:Community Empowerment Manager **Salary: £34,376 - £37,598 **per annum pro rata + 6% pension **Hours**:Full time (36 hours per week) or part time (flexible) **Based at**:Laurels Healthy Living Centre, or any other current or future premises of...

  • Care Co-ordinator

    4 weeks ago


    London, United Kingdom Brock Recuitment Ltd Full time

    We are recruiting for a Care-coordinator/Scheduler for our client based in Chingford. Office based Monday to Friday 8:30-5:00pm You will support the care team in delivering outstanding care. As a Care Coordinator, you will: - Build effective and efficient schedules for our clients and Care Professionals - Be responsive to changes in the schedule and...


  • London, United Kingdom MOLTON BROWN Full time

    Manage, co-ordinate and develop the BAU email communications calendar globally from the briefing and planning stage, working alongside various teams through creation of email creative, amends and scheduling. Support with regular email performance reporting required, along with initiating new ideas for testing, personalization and content to further develop...

  • Works Co-ordinator

    1 month ago


    London, United Kingdom Akton Recruitment Full time

    Works Co-ordinator Haringey Job Role Supporting the Repairs Service with the scheduling of appointments for repairs work over a period of days to weeks to ensure that mobile workforce resources are used efficiently. Providing a high quality, customer focused administrative service within the repair's operations, liaising with subcontractors and...


  • London, United Kingdom Clinic People Full time

    **Aesthetic Clinic Co-ordinator** An exciting opportunity has arisen within this luxurious Aesthetics clinic in Central London for a highly organised and personable individual to undertake the role of Front of House / Clinic Co-ordinator. As the first point of contact for this highly reputable clinic, you will be responsible for greeting all visitors,...


  • London, United Kingdom Tiger Recruitment Full time

    Business Support Co-Ordinator £15 per hour 2 months temporary position My client is a Global Solar Leader Organisation based in London. They are looking for a Business Support Co-Ordinator to join them on a temporary contract Monday-Friday. You will be required to provide the best possible service with a variety of administrativce and logistical tasks and...


  • London, United Kingdom Tiger Recruitment Full time

    Business Support Co-Ordinator £15 per hour 2 months temporary position My client is a Global Solar Leader Organisation based in London. They are looking for a Business Support Co-Ordinator to join them on a temporary contract Monday-Friday. You will be required to provide the best possible service with a variety of administrativce and logistical tasks...


  • London, United Kingdom The HR Dept Full time

    **Fundraising Co-ordinator** **Salary**:£34,649 pa, pro rata & DOE - 2-year FTC **Hours**: 22.5hrs per week - 3 days **Office Location**:Tower Hamlets, London with expectation to travel in Bedfordshire, Luton, Newham, and Hackney regularly. **Holiday**:27 Days + BH (pro rata) **Benefits**:5% pension contribution by employer, Travel Season Train Ticket...


  • London, United Kingdom CBRE Managed Services Full time

    This position is responsible to support and coordinate activities related to delivery of workplace experience services for clients, where offered, including administrative support for teams managing and directing services. This role will also be required to assist with the co-ordination of site from a Facilities perspective, by maintaining concise records or...

  • Email CO-Ordinator

    21 hours ago


    LONDON, United Kingdom MOLTON BROWN Full time

    The role Manage, co-ordinate and develop the BAU email communications calendar globally from the briefing and planning stage, working alongside various teams through creation of email creative, amends and scheduling. Support with regular email performance reporting required, along with initiating new ideas for testing, personalization and content to further...