Appointment Coordinator

7 months ago

Irvine, United Kingdom Utility Aid Full time

Utility Aid is the UK’s leading energy consultant supporting the charity sector.

We pride ourselves on being the best at what we do and that includes looking after our staff as much as we do our customers. We are looking for a highly organised individual to coordinate the activity of a busy team with both customers and suppliers. In this role, you will be setting up appointments, managing documentation and undertaking general administration duties.

To ensure success, scheduling coordinators should possess solid knowledge of scheduling practices and demonstrable experience in a similar role. Communication, administration and time management skills being key requirements.

**The key role responsibilities will include**:

- Maintaining and updating schedules, calendars, and agendas.
- Verifying the availability of inhouse and external participants for planned meetings.
- Confirming appointments and arranging meetings.
- Setting reminders for the team for customer reviews.
- Sending out reminders of scheduled meetings.
- Keeping stakeholders informed of project timelines and associated deadlines.
- Documenting scheduling processes and keeping records.
- Performing other administrative tasks when required.
- Providing administrative support to the wider team, managing team outlook box, scheduling future meetings /reviews.
- Processing quotations and chasing decisions.
- Maintaining and providing statistics to management and finance teams

**Requirements**:

- A minimum of two years' experience in a similar role.
- Extensive experience with office software, including MS Word, Excel, and Outlook.
- Advanced knowledge of confirming and rescheduling appointments, as well as recordkeeping practices.
- Advanced ability to keep stakeholders informed of schedule changes and to answer queries.
- Ability to coordinate meetings /scheduling future tasks.
- Excellent organisational, interpersonal, and communication skills.

**Job Types**: Full-time, Permanent

**Salary**: From £22,776.00 per year

**Benefits**:

- Additional leave
- Company pension
- Cycle to work scheme
- Health & wellbeing programme
- Life insurance

Schedule:

- Monday to Friday
- No weekends

Work Location: In person

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