Job title: Bookings Co-Ordinator
Location: Clapham, London
Salary: £20,000 – 25,000 per annum (dependant on experience)
Job Type: Full Time, Permanent
As a Bookings Co-Ordinator, you will support the company operations by organising and co-ordinating all Quote and Job requests. Ensure the bookings are organised effectively and efficiently. You must ensure invoices and communications is sent promptly. You will also handle a wide range of telephone calls and e-mails.
You will deliver exceptional customer service and support the Maintenance team.
Key Tasks & Responsibilities:
- Booking in all Quote Requests and Job Requests as soon as they are received and no later than 24 hours once they are received
- Call and e-mail Property Managers/Tenants to book Quotes/Jobs as per the process manual
- Contact Property Managers if tenants are unreachable to find alternative numbers or e-mails
- Order parts for Jobs needed and deal with returns in a timely manner
- Thorough knowledge of the Engineers skills and trades to increase productivity in bookings and minimise re-calls
- Ensure booking confirmation is sent to clients when bookings are confirmed
- Ensuring that the descriptions are user friendly and cover all points to enable the Engineers to have the best information possible for Quotes/Jobs
- Ensure Quotes/Jobs are booked in the same area, to save time on travel for Engineers to increase productivity
- Ensure Engineers are booked for enough work to achieve their daily target and 2 days in advance
- Track Engineers throughout the day to ensure they put that they are on site once they reach the property and are completing Quotes/Jobs as soon as they leave the property. Track Engineers to ensure they arrive on time, and if they are running late to inform the Property Mangers/tenants
- Ensure Engineers are fully booked either from 8am-5pm or 9-6pm
- Verify how long Engineers are spending on each Quote/Job against their vehicle trackers
- Check thoroughly that Jobs have been completed as per the instructions and nothing missed out for quality control, ensuring pictures are attached by the Engineers
- Send invoices as soon as Jobs are completed checking the expenses on Pleo with all relevant receipts and good quality pictures
- Update e-mail inbox when Quotes/Jobs are booked and invoiced according to the company procedures
- Report daily how much invoiced, Jobs received and booked, Quotes received and booked on the COB sheet
- Complete Morning Meeting template as per company procedure and send to Management
- Ensure company vehicles are clean and tidy and complete random checks
- Ensure receipts are uploaded onto Pleo and verify receipts against eWorks on a daily basis including parking. Once receipts are checked on Pleo sending them through to Xero
- Deal with PCN’s in a timely manner and inform Finance deductions from wages
Key Competencies:
- Experience working within a maintenance company
- Experience of using Word, Excel and G-mail
- Ability to multi-task
- Great attention to detail
- Ability to prioritise and work under pressure
- Good interpersonal skills
- A good re-call/memory of ongoing jobs
- Quick learner and eager to learn
Please click the APPLY button to send your CV and Cover Letter for the 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 may also be considered for this role
