Installations Co-ordinator

11 hours ago

Bristol, Bristol, United Kingdom HR Star | B Corp certified Full time

Installations Co-ordinator

Hours:
Full-time

Reports to:
Installations Manager / Operations Manager

Location:
Office Based, Monday-Friday

About Gemsec

Gemsec is a leading provider of security solutions, specialising in access control, door hardware, and installation services. We take pride in delivering professional, efficient, and high-quality service to our customers across various sectors.

Role Overview

We are seeking a highly organised and proactive
Installations Co-ordinator
to join our team. This pivotal role ensures the smooth and efficient scheduling of our installation engineers, maintaining clear communication between customers, engineers, and internal teams. You'll be responsible for planning, documentation, administration, and post-installation processing to ensure every job is completed accurately and efficiently.

Key Responsibilities

Scheduling & Coordination

  • Plan and schedule installation jobs, assigning engineers according to skillset, location, and availability.
  • Liaise with customers to confirm installation dates, ensuring all parties are informed of arrangements.
  • Adjust schedules as required to accommodate changes, delays, or urgent jobs.

Documentation & Administration

  • Collate all necessary job sheets, site information, and relevant documentation for each installation.
  • Upload and maintain accurate records within the engineers' OneDrive job packs.
  • Track job progress and completion, ensuring paperwork and digital files are up to date.
  • Input sales orders and update job tracking systems with relevant details.

Completion & Invoicing

  • Process completed job documentation and ensure all relevant details are recorded accurately.
  • Price completed jobs in line with company procedures and prepare them for invoicing.
  • Despatch completed job packs and communicate with customers regarding any follow-up or outstanding actions.

Communication & Support

  • Act as the main point of contact between engineers, customers, and internal departments regarding installations.
  • Answer incoming telephone calls, assisting customers and redirecting enquiries where appropriate.
  • Provide administrative support to the Installations Manager, ensuring all installation activities run efficiently.
  • Handle customer queries in a professional and timely manner.

Health & Safety

  • Take responsibility for maintaining and promoting company health and safety policies.
  • Ensure engineers have the correct documentation, risk assessments, and safety information for each job.
  • Support management in ensuring compliance with all relevant safety regulations and internal procedures.

Skills & Experience

  • Proven experience in an administrative or coordination role (preferably within engineering, construction, or service industries).
  • Excellent organisational and time management skills.
  • Strong communication and interpersonal abilities.
  • Proficient in Microsoft Office (particularly Outlook, Excel, and OneDrive).
  • Ability to work under pressure, prioritise tasks, and meet deadlines.
  • Keen attention to detail and accuracy in data entry and documentation.

Personal Attributes

  • Highly organised and methodical approach to work.
  • Positive and professional attitude with a strong customer focus.
  • Flexible and adaptable to changing workloads and priorities.
  • A team player who can also work independently with minimal supervision.

Benefits

  • Competitive salary and employee perks package.
  • Ongoing training and professional development opportunities.
  • Supportive and collaborative work environment.

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