Visit Coordinator (Maternity Cover – 13/14 Months)
Location: City of London
Hybrid: 4 days in office 1 day from home
Contract Type: Fixed-Term Maternity Cover (13/14 months)
Start Date: Immediate start required
Commitment: Full commitment to the full maternity cover term is essential

About the Role:
We are looking for a dedicated and detail-orientated Visit Coordinator to join our team on a fixed-term maternity cover contract (13/14 months). Starting as soon as possible, the successful candidate will play a crucial role in ensuring the efficient coordination and management of project and organisational visits. This is a pivotal operational role requiring excellent organisational skills, a proactive mindset, and strong communication abilities.
You will work closely with Inspectors, organisations, and the Field Operations Lead to support scheduling, resolve logistical issues, monitor performance, and maintain high service standards. This is a fantastic opportunity for an experienced coordinator to make a significant impact during a key operational period.

Key Responsibilities:
 
Visit Allocation and Scheduling:

• Create and manage visit allocation plans in collaboration with the Field Operations Lead.
• Reassign visits where necessary based on Inspector availability and operational demands.
• Provide support to Inspectors and suppliers, assisting with scheduling issues and visit logistics.

Data Management and Reporting:

• Maintain accurate and up-to-date data on visits and organisations.
• Monitor visit progress and escalate delays or operational issues where appropriate.
• Produce regular performance reports and manage reallocations, visit holds, and additions.

Quality Assurance:

• Review completed Inspector reports to ensure accuracy, consistency, and compliance.
• Address any discrepancies or non-conformances and ensure timely resolution.
• Identify and escalate recurring issues to senior management.

Stakeholder Communication:

• Act as the primary point of contact for Inspectors and organisations regarding visit coordination.
• Manage visit bookings, confirmations, cancellations, and overdue follow-ups efficiently.

Resource Planning and Operational Support:

• Identify and report resource gaps in a timely manner.
• Support the Field Operations Lead in resolving complex operational cases.
• Assist in operational planning and contingency management when required.

Customer and Supplier Management:

• Respond promptly to queries from Inspectors and organisations.
• Maintain and update preferred work areas for Inspector allocation.

Essential Skills and Experience:

• Proven experience in coordination, scheduling, customer service, or fulfilment roles.
• Strong interpersonal and communication skills, both written and verbal.
• Excellent time management skills, with the ability to prioritise effectively and solve problems proactively.
• Confident user of Microsoft 365 (Excel, Outlook, Teams) and operational management systems.
• Self-motivated, adaptable, and collaborative team player.

Personal Competencies:

• Highly organised with strong attention to detail.
• Proactive, solutions-focused, and resourceful.
• Clear, professional communicator with a positive attitude.
• Committed to delivering quality service and continuous improvement.

What We Offer:

• A supportive and collaborative working environment.
• Valuable experience in a busy operational and project management role.
• Opportunity to build skills in coordination, reporting, and stakeholder management.

Applications are welcomed from candidates who can start immediately and commit to the full term of the maternity cover.