Scheduling Assistant

2 days ago

Buntingford, United Kingdom Aurum Contracts Full time

**Job Specification: Scheduling Assistant**

**Job Title**: Scheduling Assistant
**Location**: Buntingford (We are currently located in Hoddesdon but will be relocating to Buntingford in May 2025.)
**Employment Type**: Full-Time
**Salary**: £21,000 - £25500 per annum

**Job Summary**:
We are seeking a proactive and highly organised Scheduling Assistant to join team. In this role, you will take ownership of allocated accounts, managing the end-to-end process from scheduling and rebooking appointments to overseeing invoicing. You will be a key point of contact for engineers, management, and clients, ensuring seamless communication and efficient operations. This position requires exceptional organisational skills, attention to detail, and the ability to work under pressure in a fast-paced environment.

**Key Responsibilities**:

- **Account Management**:

- Take full ownership of allocated accounts, ensuring all jobs are managed effectively from initiation to invoicing.
- Track progress across all stages of the process, ensuring accurate and timely updates.
- **Scheduling and Coordination**:

- Schedule and rebook appointments as needed, ensuring alignment with engineers’ availability and client requirements.
- Coordinate with engineers to ensure timely job completions.
- Maintain accurate diary management for engineers and higher management.
- **Client System Updates**:

- Keep clients’ systems updated with the status of works, including when jobs are booked, in progress, and completed
- Ensure all necessary documentation and updates are uploaded promptly to maintain transparency and compliance with client requirements.
- **Invoicing and Reporting**:

- Oversee the invoicing process for completed jobs.
- Utilise Excel to track job statuses, prepare reports, and maintain up-to-date records.
- **Client and Engineer Communication**:

- Serve as the main point of contact for clients, addressing queries, complaints, and requests in a professional and timely manner.
- Liaise with engineers and higher management to ensure smooth communication and resolve any issues.
- **Quotes and Queries**:

- Issue quotes for clients, ensuring all necessary information is accurate.
- Handle incoming queries from clients and management, ensuring resolutions are delivered promptly.
- **Complaint Resolution**:

- Investigate and resolve complaints, ensuring client satisfaction.
- **Process Improvement**:

- Identify and implement improvements in scheduling and account management processes to enhance efficiency.

**Key Skills and Experience**:

- Previous experience in scheduling, diary management, or a similar role is essential.
- Strong knowledge of Excel, including data entry, reporting, and formulas.
- Exceptional organisational and time-management skills.
- Excellent verbal and written communication skills.
- Strong problem-solving skills with a proactive approach to challenges.
- Ability to multitask and work under pressure in a fast-paced environment.
- Experience in working collaboratively with engineers, management, and clients.

**Desirable**:

- Experience in managing end-to-end processes, including invoicing and rebooking.

**What We Offer**:

- A supportive and collaborative work environment.
- Opportunities for professional growth and development.
- Pension Scheme

**How to Apply**:
Pay: £21,000.00-£25,500.00 per year

Schedule:

- 8 hour shift
- Monday to Friday
- No weekends
- Overtime

**Language**:

- English (preferred)

Work Location: In person

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