Diary, Schedules & Payment Coordinator

Diary, Schedules & Payment Coordinator required in Cape Town.

Diary & Payment Coordinators to support the scheduling & payment processing for UK-based clients. This fast-paced, phone-based role manages high volumes of bookings, maintains accurate diaries, & take payments from UK homeowners for services ordered.

Based onsite in office in Woodstock Cape Town. UK Business hours apply.

• Phone-based customer service, scheduling or call centre role
• Strong organisational & time management skills
• High attention to detail & accuracy
• Exceptional English 1st language level communication
• Comfortable learning & using multiple systems
• Calm, professional, & solutions-focused under pressure
• Work in office / on-site in Woodstock within UK office hours

Work closely with Area Managers, photographers, estate agents, & homeowners, ensuring appointments are booked efficiently, orders are accurate, & payments are collected in line with company processes & service level agreements.

• Manage high-volume outbound & inbound calls to book & confirm appointments
• Schedule & manage appointments using designated diary management systems
• Allocate work efficiently based on location, availability, & service requirements
• Amend, reschedule, or cancel appointments, ensuring clear communication with all parties
• Monitor diaries to minimise gaps, travel inefficiencies, & missed appointments

• Take payments from UK homeowners for services booked
• Explain charges & handle payment-related queries
• Process payments accurately using approved payment systems

• Deliver a consistently high standard of customer service over the phone
• Maintain accurate records across all systems
• Follow company policies, data protection requirements, & payment security procedures
• Support continuous improvement of booking, scheduling, & payment processes
• Handle scheduling conflicts, payment issues, or customer concerns professionally
• Escalate complex or urgent issues in line with internal procedures