Bookings Coordinator – UK Property Maintenance & Compliance

Bookings Coordinator – UK Property Maintenance & Compliance

Location: Remote – South Africa
Working Hours: Monday to Friday, 8:00 am–5:00 pm UK time
Employment Type: Full-time
Salary: Market-related, dependent on experience

About the Opportunity

Our client is an established UK-based property maintenance and compliance services provider looking to appoint an organised, proactive and confident Bookings Coordinator to join their growing operations team.

This is a fully remote opportunity for a South Africa-based professional who enjoys working in a fast-paced environment, managing multiple appointments and communicating with customers over the telephone.

The successful candidate will be responsible for coordinating property maintenance and compliance appointments, liaising with tenants and property management companies, and ensuring field-based engineers have well-organised and productive schedules.

This role would suit someone with experience in high-volume outbound calling, appointment setting, property administration, scheduling, or service coordination.

Key Responsibilities

Appointment Booking & Customer Communication

• Make a high volume of outbound calls, with a target of approximately 100 calls per day, to arrange property appointments.
  

• Contact tenants to coordinate suitable appointment windows and confirm access arrangements.
  

• Follow up with customers who have not responded to initial contact attempts.
  

• Send appointment confirmations, reminders and relevant updates via telephone, email and SMS.
  

• Liaise with property managers, letting agents and tenants regarding appointment availability and scheduling requirements.
  

• Resolve booking queries, access issues and appointment changes professionally.
  

Scheduling & Diary Management

• Manage and coordinate daily schedules for field-based engineers and contractors.
  

• Allocate appointments based on engineer availability, location, qualifications, and job requirements.
  

• Plan appointments efficiently to minimise unnecessary travel and maximise productivity.
  

• Manage cancellations, rescheduling requests and follow-up appointments.
  

• Maintain forward-planned diaries to ensure a consistent workflow.
  

• Identify and resolve scheduling conflicts or operational issues promptly.
  

Job Administration & Systems Management

• Receive and process new job instructions from property management companies and letting agents.
  

• Accurately capture property details, customer information, job descriptions and access instructions.
  

• Create and update jobs using an electronic scheduling or job management system.
  

• Maintain accurate records of customer communications, appointment confirmations and booking outcomes.
  

• Ensure engineers have the necessary job information and supporting documentation before attending appointments.
  

• Follow up on missing information and outstanding booking requirements.
  

Operational Coordination

• Communicate with internal teams to ensure appointments are scheduled appropriately.
  

• Coordinate follow-up maintenance visits and additional works where required.
  

• Check that relevant resources and materials are available before confirming certain appointments.
  

• Monitor daily scheduling issues and assist in resolving operational delays.
  

• Provide regular updates to relevant stakeholders regarding booking progress and outstanding appointments.
  

Requirements

Essential

• Previous experience in outbound calling, appointment setting, scheduling, customer service, or a similar coordination role.
  

• Comfortable working in a high-volume telephone environment.
  

• Strong organisational skills and the ability to manage multiple appointments simultaneously.
  

• Excellent verbal and written English communication skills.
  

• Confident using computers, email, spreadsheets and CRM or administrative systems.
  

• Strong attention to detail and accurate data-capturing abilities.
  

• Ability to work independently, manage competing priorities and follow established processes.
  

• Proactive approach to following up with customers and resolving outstanding issues.
  

• Comfortable working UK business hours from South Africa.
  

• Reliable internet connection and a suitable home working environment.
  

Advantageous

• Experience working with UK-based businesses or customers.
  

• Background in property management, lettings, maintenance coordination or facilities management.
  

• Experience scheduling field engineers, contractors or service technicians.
  

• Familiarity with property compliance inspections or maintenance services.
  

• Experience using scheduling, CRM, or job management software.
  

• Understanding of UK property terminology and geographical locations.
  

Ideal Candidate Profile

We are looking for someone who is:

• Confident on the telephone: Comfortable making frequent outbound calls and communicating with different customers throughout the day.
  

• Highly organised: Able to coordinate multiple appointments, manage changing priorities and maintain accurate records.
  

• Persistent and proactive: Takes ownership of outstanding bookings and follows up consistently.
  

• Detail-oriented: Understands the importance of accurate information and correct scheduling.
  

• Calm under pressure: Can handle cancellations, last-minute changes, and demanding workloads.
  

• Team-focused: Communicates effectively with colleagues, customers and field-based teams.
  

• Self-motivated: Capable of maintaining productivity and accountability while working remotely.
  

What the Role Offers

• Fully remote working opportunity based in South Africa.
  

• Exposure to an established UK property services environment.
  

• Full training on internal scheduling and job management systems.
  

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