Scheduling Coordinator

House Smart Surveying (HSS)

Full-time – 40 hours per week

Salary: £28,000 + Productivity Bonus (to be introduced)

Location: Office / Remote

About House Smart Surveying

House Smart Surveying is a growing residential surveying business delivering RICS Level 2 & 3 residential surveys across the UK. Our mission is simple: deliver high-quality surveys with exceptional customer experience while maintaining strong relationships with estate agents, lenders and homeowners.

As demand for our services continues to grow, we are expanding our operations team to support an increasing national surveying workforce.

We currently operate with 15 surveyors, completing around 150 surveys per week, and expect to double the size of the business by the end of 2026.

To support this growth, we are looking for a Booking Agent to take ownership of the survey booking pipeline and ensure our surveyors remain productive and our customers receive a smooth experience from booking through to survey completion.

The Role

The Booking Agent/Scheduling Coordinator plays a key operational role in the business.

You will be responsible for converting confirmed sales into scheduled surveys, coordinating with vendors and estate agents to arrange property access, and managing surveyor diaries to maximise productivity.

This is a fast-paced operational role, requiring strong organisation, confidence on the phone and the ability to solve problems quickly when issues arise.

You will work directly with the Operations Director and play an important part in supporting the productivity of a growing surveying team.

Key Responsibilities

Booking & Diary Management

• Manage the booking pipeline and schedule surveys efficiently for a national surveying workforce
• Coordinate property access with vendors, buyers and estate agents
• Manage surveyor diaries to ensure productivity targets are met
• Arrange approximately 2 bookings per surveyor per day

Customer & Agent Communication

• Contact vendors and estate agents to confirm access arrangements
• Make an average of 5 calls per booking to secure and confirm appointments
• Ensure all parties are informed of confirmed booking dates and requirements

Operational Coordination

• Manage re-bookings where access cannot be gained
• Handle on-the-day operational issues such as:
• Surveyor delays
• access problems
• illness or breakdowns
• Liaise with estate agents regarding key collection and return

Systems & Process Management

• Use our industry-leading Survey Hub booking platform (Cotality) to manage bookings
• Maintain accurate records of bookings and communications
• Work closely with the operations team to ensure surveys progress smoothly through the pipeline

Productivity Focus

• Ensure surveyor diaries remain full and productive
• Support the business in delivering 150+ surveys per week
• Contribute to the development of a productivity-based bonus structure

What We’re Looking For

We’re looking for someone who thrives in a busy operational environment and enjoys coordinating people, solving problems and keeping things running smoothly.

Ideal Skills & Experience

• Strong organisation and diary management skills
• Confident communicator on the phone
• Ability to manage multiple priorities simultaneously
• Comfortable working in a fast-paced environment
• Strong attention to detail
• Ability to remain calm and solutions-focused when issues arise

Backgrounds That Work Well in This Role

Candidates with experience in areas such as:

• Estate agency administration
• Sales progression
• Property management
• Scheduling / logistics coordination
• Field service planning
• Operations coordination

Why Join HSS?

• Be part of a fast-growing surveying business
• Work closely with the Operations Director and help shape operational processes
• Opportunity to help scale the operations team as the business grows
• Potential future progression into senior operations or team leadership roles