Property Maintenance Bookings Co-ordinator

Job Title: Bookings Co-ordinator

Location: London

Salary: £22k – £26k per annum

Job Type: Full Time – Permanent

ABOUT US:

Optimal Maintenance Ltd offer property maintenance to a variety of clients from housing associations to high-end estate agents.

Optimal Maintenance Ltd offers a professional service covering all types of maintenance. This could be a carpenter to fit a new door lock, a plumber to install a new boiler or a full property refurbishment. No job is too small and as a result, this means properties receive the care they deserve with a high level of customer service from both office and field staff.

THE ROLE:

We are a looking to expand our team and are seeking to recruit a dynamic Bookings Co-ordinator.

The successful candidate will support the company operations by organising and co-ordinating all quote and job requests. Furthermore, you will ensure the bookings are organised effectively and efficiently. The Bookings Co-ordinator must ensure all communication is sent promptly, as you will handle a wide range of emails and telephone calls whilst maintaining the highest level of customer service.

KEY TASK & RESPONSIBILITES:

• Booking in all quote & job requests as soon as they are received and no later than 24 hours once received
• Call and / or email property managers / tenants / clients to book in quotes / jobs as per company procedures ensuring CRM is updated throughout
• Contacting property managers if tenants are unreachable to find alternative numbers or emails
• Ordering parts accordingly for jobs and dealing with returns in a timely manner
• Thorough knowledge of engineer’s skills and trades to increase productivity in jobs and minimise re-calls
• Ensuring booking confirmations are sent to clients once a booking is confirmed
• Update eWorks with user friendly descriptions and to cover all points to enable the Engineers to have the best information possible to complete quotes / jobs
• Ensure quotes / jobs are booked in the same geographical locations to minimise Engineer travel and to increase productivity
• Ensuring engineers are booked with enough work to achieve daily targets and two days in advance, checking engineers are either booked from 8-5pm or 9-6pm
• Track engineers throughout the day to ensure statuses on eWorks are correct for reporting and to inform clients if Engineers will be late
• Verifying time spent on quotes / jobs against vehicle trackers
• Once jobs are complete, completing quality control, and ensuring before and after pictures are provided by Engineers
• Send invoices within 24 hours of a job being completed and ensuring expenses are included
• Complete Morning Meeting template as per company procedures & report daily on KPI’s
• Ensuring the stock room is maintained cleaned and organised
• Ensuring company vehicles are clean and tidy by completing random checks
• Check expenses are uploaded onto Pleo and verifying receipts against eWorks daily
• Ensuring jobs over £1k are managed effectively to maximise profits
• Achieving daily / weekly / monthly KPI’s by ensuring jobs are booked in accordance with Engineers skills and travel time and reducing jobs on hold

THE IDEAL CANDIDATE SHOULD HAVE:

1. Experience working within a property maintenance company
2. Experience of using Microsoft 365
3. Ability to multi-task
4. Great attention to detail
5. Ability to prioritise and work under pressure
6. Good interpersonal skills
7. Good re-call / memory of ongoing jobs
8. Quick learner and eager to learn and grow

At the Optimal Group, we believe that innovation comes from a culture of genuine equality and diversity. Our core values are:

• Optimistic
• Positive
• Team
• Inspirational
• Magnificent
• Amazing
• Loyal

To apply, please note:

You must be eligible to live and work in the UK. Please note that if you do not receive a response within 14 days of submitting your application, please assume you have been unsuccessful, we thank you for your interest.

Please click on the APPLY button to send your CV and Cover Letter for this role.

Candidates with the experience or relevant job titles of; Booking Administrator, Co-ordinator Office Assistant, Accounts Assistant, General Assistant, Administrative Assistant, Office Support, Customer Support Assistant, Office Admin will also be considered for this role.