Scheduling Co-ordinator Part time

Confidential; 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

Career progression

Supportive team environment

Job summary

Universal Fire & Security in Plymouth is seeking a Scheduling Coordinator on a part-time basis (2–3 days per week, up to 22 hours). The role focuses on managing engineer diaries, coordinating site visits, and supporting the installation team to ensure on-time delivery.

You will build strong customer relationships, handle inquiries, maintain records using SIMPRO and FieldMotion, and prepare job packs and reports.

Qualifications

• Excellent organisational and planning skills.
• Strong communication and customer service abilities.
• Ability to manage multiple priorities in a busy environment.
• High attention to detail and accuracy.
• Confident using Microsoft Office and business systems.
• Experience in scheduling, coordination or administration is desirable.

Responsibilities

• 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 project delivery and workflow planning.
• Maintain project planners and track installation progress.
• Attend installation and planning meetings to support efficiency.
• Prepare and collate monthly timesheets and reports.
• Input new customer information into systems and prepare job packs.
• Produce quotations for parts and labour and support quotation preparation.
• Monitor stock levels and support compliance/admin tasks.

Skills

Organisational skills

Communication

Multitasking

Attention to detail

MS Office

Scheduling experience

Job description

Scheduling Coordinator - Part time

Location: Plymouth
Reports to: Branch Manager
Hours: Part-time, 2-3 days per week (up to 22 hours)
Salary: 26,400 per annum (pro rata)

About Universal Fire & Security

Universal Fire & Security is a trusted provider of fire and security solutions, delivering high-quality installation, maintenance, and support services to customers across the region. As part of the growing Ranger Group, we are proud to be part of a nationwide network of specialist businesses committed to raising industry standards and providing complete peace of mind for our clients.

We are looking for an organised and proactive Scheduling Coordinator to join our team in Plymouth. This is an excellent opportunity for someone who enjoys coordinating people, managing schedules, building customer relationships, and contributing to the success of a growing business.

The Role

As Scheduling Coordinator, you will play a key role in ensuring the efficient delivery of installation projects. You will be responsible for managing engineer schedules, coordinating resources, liaising with customers, and supporting the wider installation team to ensure projects are completed smoothly and on time.

This position is ideal for an adaptable individual who thrives in a fast-paced environment and is keen to develop your skills as the business continues to grow.

Key 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.

What We're Looking For

• Excellent organisational and planning skills.
• Strong communication and customer service abilities.
• Ability to manage multiple priorities and work effectively in a busy environment.
• High attention to detail and accuracy.
• Confident using Microsoft Office and business management systems.
• Experience in scheduling, coordination, administration, or customer service is desirable.
• Experience within the fire, security, construction, engineering, or service industries would be advantageous but is not essential.

Benefits

• 26,400 per annum (pro rata).
• Pension scheme.
• Private health insurance.
• Life insurance.
• Employee Assistance Programme.
• 25 days annual leave plus bank holidays (pro rata), with the option to purchase additional leave.
• Clear opportunities for career progression within the Ranger Group.
• Supportive and collaborative team environment.

Equal Opportunities

Universal Fire & Security and the Ranger Group are committed to creating a diverse and inclusive workplace. We welcome applications from all suitably qualified candidates regardless of age, disability, gender, gender identity, marital status, pregnancy and maternity, race, religion or belief, or sexual orientation.