Office Administration Coordinator – Equipment Returns

HRS Talent Solutions; Chelmsford; Remote; GBP 51,000 - 55,000; Full time

Job summary

HRS Talent Solutions is seeking an Office Administration Coordinator to manage remote equipment returns. You will follow approved item lists, pass on return instructions, track responses, and record progress in the online system. The role emphasizes accurate record-keeping, courteous communication, and the ability to work from a home office.

You will not decide who keeps devices, wipe data, or make payroll deductions. You will not invent a shipping method and should escalate issues when needed.

Qualifications

• Familiarity with email, spreadsheets or online trackers helps.
• Accurate reading, steady follow-through and questioning mismatches are valued.
• Ability to work from a home office and handle personal information carefully.

Responsibilities

• Coordinate administrative steps for equipment returns.
• Pass on approved instructions and note what was sent.
• Track responses and update the online record as returns progress.
• Record discrepancies and route to the authorised colleague when needed.
• Ensure records reflect correct item and recipient.

Skills

Remote work

Office administration

Record keeping

Communication

Job description

Office Administration Coordinator – Equipment Returns

Remote office administration · Internal equipment records · Part-time or full-time
Salary range £50,700–£54,600 per year at 37.5 hours a week; part-time pro rata

When a team member leaves a project or receives replacement equipment, the company needs a clear record of what is expected back and what has actually been returned. This remote role coordinates the administrative steps for ordinary equipment returns. You would work from an approved item list, send the instructions provided by the employer, track responses and update the online record as a return progresses. You Will not decide who may keep a device, assess damage, wipe data or make a payroll deduction.

Follow the item, not just the email

A request may begin with a manager’s approved notice that a laptop, headset or access card should be returned. Check the item identifiers available in the record and the correct person to contact. The employer may provide a return label or a designated collection process. Your role is to pass on the current approved instructions and note what was sent, not to invent a shipping method or ask a colleague to pay for postage without approval.

Once the person replies, record whether the equipment has been packed, collected, shipped or received only when the evidence supports that status. A tracking reference can show that a parcel is moving, but it does not prove the contents have been checked. If the receiving team confirms that one item is missing, leave the record open and route the discrepancy. If a parcel is delayed, update the existing case so the person handling the return can see the history without searching through several inboxes.

An ordinary example illustrates the value of care. A staff member is listed as holding two devices but writes that one was returned months ago. Rather than send repeated demands, you would look for an existing return note and ask the equipment owner to check it. If the record cannot confirm receipt, explain what information is needed and leave the decision to the authorised colleague. The goal is a reliable trail, not a forced conclusion.

Communication and records

Equipment returns involve internal customer service as well as office administration. Messages should be courteous and specific: which item is involved, what the approved next step is, and who will confirm receipt. You may need to communicate with a staff member, a manager and the team that checks returned equipment. The case record should identify each handoff and any unresolved question. Avoid copying serial numbers or personal addresses into unrelated messages when the approved system already holds them securely.

You may also help keep a list of pending returns current. Check a due date before sending a reminder; a return may have been approved for a later date. If the instructions conflict with an earlier message, raise the difference before sending another notice. When the receiving team marks an item returned, check that the status relates to the right person and item. Closing the wrong record can create a problem for someone who did exactly what they were asked to do.

A starting point for applicants

Previous IT or warehouse experience is not necessary. The hiring company will teach its asset names, equipment records, return channels and escalation points. Familiarity with email, spreadsheets or online trackers helps, but the more important qualities are accurate reading, steady follow-through and a willingness to ask about a mismatch. You should be comfortable working from a home office, handling personal information carefully and keeping a small queue of cases moving without assuming that every unanswered message is a refusal.

The position can suit someone moving into office support from retail, hospitality, study or volunteering. You are not expected to repair devices or supervise staff. You would keep the administrative journey clear from approved request to confirmed return, leaving policy decisions with the employer. The listed salary uses full-time hours; actual part-time pay, schedule and responsibilities will be confirmed for a particular client vacancy.