Works Coordinator

Role Overview

We are looking for an organised and proactive Works Coordinator to support the delivery of reactive works and small works repairs. The role involves managing incoming job requests, arranging appointments with clients and residents, scheduling engineers, ordering parts, producing quotations, and supporting invoicing through customer portals and JobWatch.

Key Responsibilities

• Receive phone calls and emails for reactive works, log job details accurately, and progress works through to completion.
• Liaise with clients and residents to book appointments, confirm access arrangements, and communicate updates or changes.
• Schedule engineers in coordination with the wider operations team, taking account of availability, location, workload, skills, and parts requirements.
• Order replacement parts and materials, track supplier lead times, and ensure parts are available for agreed attendance dates.
• Produce quotations for small works repairs and follow-on works, ensuring information is clear and accurate.
• Send letters to residents advising them of upcoming works and access requirements.
• Support invoicing by updating customer portals and JobWatch with completion information, job notes, supporting documents, and relevant references.
• Maintain accurate records across internal systems, emails, portals, and shared files.

Skills and Experience

• Experience in administration, works coordination, scheduling, helpdesk, customer service, or a similar operational role.
• Confident use of Microsoft Office, Outlook, and general IT systems.
• Knowledge of Microsoft 365 and SharePoint would be beneficial.
• Good standard of written communication for emails, resident letters, job updates, and client correspondence.
• Strong organisation skills with the ability to manage multiple jobs, appointments, and priorities at the same time.
• Professional telephone manner and ability to communicate effectively with clients, residents, engineers, suppliers, and internal colleagues.
• Experience using JobWatch, customer portals, or job management systems would be advantageous.

Personal Attributes

• Reliable, organised, and detail-focused.
• Calm under pressure and able to adapt to changing priorities.
• Proactive approach to problem-solving and escalation.
• Team-focused, with a practical understanding of the need to keep engineers, clients, and residents properly informed.