Office Coordinator

2 weeks ago

StainesuponThames, United Kingdom Thames Flame Full time

**Job Overview**:
**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**:

- 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.
- **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.

Pay: From £25,000.00 per year

Work Location: In person

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