Part-Time Scheduling Coordinator — Growth & Customer Care

Universal Fire & Security; Devon and Torbay; On-site; GBP 24,000 - 29,000; Part time

Benefits offered by this job

Pension scheme

Private health insurance

Life insurance

Employee Assistance Programme

25 days annual leave (pro rata) and/or

Career progression opportunities

Supportive team environment

Job summary

Universal Fire & Security in Plymouth seeks a Scheduling Coordinator to manage engineer calendars, coordinate site visits, and support the installation team to ensure projects run smoothly and on time.

The role requires strong organisational, planning, and communication abilities, with a keen eye for detail. You will handle customer communications, admin tasks, and maintain records using SIMPRO and FieldMotion.

Qualifications

• Excellent organisational and planning skills are required.
• Strong communication and customer service abilities are essential.
• Ability to manage multiple priorities in a busy environment.
• High attention to detail and accuracy.
• Confident using Microsoft Office and business management systems.

Responsibilities

• Scheduling & Coordination: Manage engineer diaries and schedule installation, pre-installation, and after-care visits.
• Coordinate site visits for engineers and sales personnel.
• Liaise with engineers to support efficient project delivery and workflow planning.
• Maintain project planners and track installation progress.
• Attend installation and planning meetings to support operational efficiency.
• Schedule installation handovers and snagging reviews.
• Customer Service & Communication: Build and maintain strong relationships with customers.
• Keep clients informed throughout the installation process.
• Conduct customer care calls following service visits.
• Handle incoming telephone enquiries and provide administrative support.
• Administration & Systems: Maintain accurate customer records using SIMPRO and FieldMotion.
• Input new customer information into company systems.
• Prepare job packs, installation paperwork, and welcome packs.
• Scan and upload documentation to internal systems.
• Produce quotations for parts and labour and support quotation preparation.
• Compile weekly and monthly operational reports and figures.
• Chase outstanding quotations when required.
• Prepare and collate monthly timesheets.
• Resource & Compliance Support: Order equipment and materials for installation projects.
• Monitor van stock levels and arrange replenishment where required.
• Support training administration, including maintaining training records and assisting apprentice development.
• Assist with health and safety administration, including engineer audits, vehicle checks, PPE monitoring, toolbox talks, and compliance documentation.
• Support annual audits and wider business compliance activities.

Skills

Organisational skills

Planning abilities

Communication skills

Customer service

Attention to detail

Tools

Microsoft Office

SIMPRO

FieldMotion

Job description

Universal Fire & Security in Plymouth seeks a Scheduling Coordinator to manage engineer calendars, coordinate site visits, and support the installation team to ensure projects run smoothly and on time.

The role requires strong organisational, planning, and communication abilities, with a keen eye for detail. You will handle customer communications, admin tasks, and maintain records using SIMPRO and FieldMotion.