We are currently looking for a Visit Coordinator to join a very well-established client of ours in Ware. This is an excellent opportunity to join a varied and friendly environment. 

Within this role you will be responsible for the coordination and allocation of required site visits to clients. You will also manage all associated administration and ensure all documentation is up to date.  

Joining a fast-paced and busy team, you will work 37.5 hours per week between Monday and Friday, you will be entitled to the following benefits:

• 22 days holidays
• Paid parking
• Non-contributory pension scheme starting at 5% after 3-months
• Private medical and dental insurance
• Sociable and outgoing office environment

Main Responsibilities:

• Review site visit allocation and distribute visits to Assessors as required
• Arrange and send out monthly visit schedules and information  
• Arrange and send out weekly visit schedules and information
• Arrange and send out new Contractor visits on a weekly basis
• Contact Assessors regarding overdue visits to ensure they are carried out within required timescales – escalate those to Management are more than 4 weeks’ overdue
• Identify sites nearing completion and organise final visits
• Escalate all unresolved issues
• Review all follow-up reports on a regular basis and follow issues through to resolution
• Updating database on a regular basis an ensure it is well-maintained
• Send out pro-formas
• Chase payments where required and allocate visits once payment received
• Advise Assessors of missing or inaccurate information
• Document manage all site reports
• Review all invoices as requested by the Accounts Dept.
• Ensure all procedures relating to your areas of work are up to date
• Deal with all general enquiries via telephone and/or email
• Carry out any ad-hoc duties or tasks as requested by your Manager

Key Skills and Competencies

• Previous experience within a similar role involving coordinating/scheduling desirable  
• Excellent customer facing and telephone skills
• Ability to organise and manage diaries
• Good time management and prioritisation skills
• Attention for detail, ability to listen and extract relevant information
• Clear concise verbal and written communication skills
• Excellent IT skills to include a minimum of MS Excel, Word and Outlook