Scheduling Coordinator London, England
Job description
Summary and Purpose of role:
The role of the scheduling coordinator is to work with the scheduling team to ensure the smooth and efficient resourcing of assignments within the court reporting sector. The role primarily encompasses administrative functions, but executive, liaison and communicative functions are to be expected. The administrative function of the role includes: billing and data entry, booking and providing quotes for travel and accommodation, daily confirmations of independent contractors, obtaining, sharing and filing documents. The executive function of the role will include: time management, planning and prioritization, flexible and creative thinking. The liaison and communicative aspects of the role includes relationship building and management (both internal and external), transparency, reactivity, and receptivity.
Major activities and responsibilities
(Job role primarily includes but is not limited to)
- Manage the administration and handling of court documents: obtaining, filing, and distributing.
- Processing independent contractor and vendor invoices and invoice queries.
- Data entry: entering invoice fees into our billing platform.
- Checking and entering independent contractor expenses, flagging anomalies and liaising with Project Managers accordingly.
- Send weekly invoice reminders.
- Gather reporter availability (monthly)
- Enter and record reporter availability accurately to support scheduling lead in arranging job assignments.
- Send daily job confirmations to all independent contractors.
- Liaise with Accounts Payable on any discrepancies and request amended documents accordingly.
- Provide the Sales team with accurate travel and accommodation quotes upon request.
- Organize and book all independent contractor travel and accommodation.
- Provide independent contractors with an itinerary for all work conducted remotely.
- File receipts and provide monthly spreadsheet of costs spent on bookings.
- Gather and record daily transcript delivery times.
- Resource docs-in support and amendment completion when required.
Interpersonal Management:
- Work effectively as part of a team, takes initiative in recognizing areas where support is required and offers assistance.
- Flexible and adaptable in approach
- Able to self-motivate and support other team members.
- Problem solving abilities.
- Communicates positively and efficiently both with internal teams and external contractors/vendors.
- Professionally manages all queries (internal or external)
- Answer all questions honestly.
- Able to professionally manage workload and conflicting priorities.
Additional responsibilities
- Support the scheduling team, scheduling lead and scheduling manager with arranging the transactional diary and the booking of independent contractors.
- Asist with reporter liaison duties: availability, general queries, and technical query escalation.
- Communicating resources changes to project managers and project technicians where required.
- Collaborate with all stakeholder teams to ensure provision of all required information. Providing timely response to queries and taking ownership of challenges which arise.
- Record and manage transactional diary quality checks and liaise with the Quality and Training Manager regarding quality control targets.
- Resource jobs in a way that balances demands for a quality service, in line with budget and reporter availability.
Ideal Background & Profile
- Good attention to detail
- Previous experience in administration
- Able to prioritize workload.
- Fast learner, adaptable and can think on one’s feet.
- Enthusiastic
- Team player
- Excellent communication skills
- Professionally manages all queries (internal or external)
- Communicates positively and efficiently both with internal teams and external contractors/vendors.
- Professionally manages all queries (internal or external)
If you like wild growth and working with happy, enthusiastic over-achievers, you'll enjoy your career with us!
It is Epiq’s policy to comply with all applicable equal employment opportunity laws by making all employment decisions without unlawful regard or consideration of any individual’s race, religion, ethnicity, color, sex, sexual orientation, gender identity or expressions, transgender status, sexual and other reproductive health decisions, marital status, age, national origin, genetic information, ancestry, citizenship, physical or mental disability, veteran or family status or any other basis protected by applicable national, federal, state, provincial or local law. Epiq’s policy prohibits unlawful discrimination based on any of these impermissible bases, as well as any bases or grounds protected by applicable law in each jurisdiction. In addition Epiq will take affirmative action for minorities, women, covered veterans and individuals with disabilities. If you need assistance or an accommodation during the application process because of a disability, it is available upon request. Epiq is pleased to provide such assistance and no applicant will be penalized as a result of such a request. Pursuant to relevant law, where applicable, Epiq will consider for employment qualified applicants with arrest and conviction records.
Job Type: Full-time
Pay: £20,000.00-£23,000.00 per year
Benefits:
- Work from home
Schedule:
- 8 hour shift
- Monday to Friday
Application question(s):
- Are you authorised to work in the UK?
- Will you need a visa sponsorship in the future?
- Are you willing to undergo a background check if selected?
- What are your salary expectations?
Expected start date: 03/04/2023
