Operations & Case Coordinator in Torquay

To support the day‑to‑day running of the business by managing case administration, client communication, scheduling, documentation, invoicing support and internal coordination.

The role will ensure cases progress efficiently from instruction through to completion, while keeping clients, enforcement agents, solicitors and suppliers updated.

Key responsibilities

• Case administration and progression
• Open new instructions and ensure all relevant documents, court orders, warrants, writs, notices and client details are received and correctly recorded.
• Maintain accurate case records, deadlines, hearing dates, enforcement dates and action notes.
• Prepare case packs for enforcement agents, including client instructions, risk information, relevant court paperwork and site details.
• Chase missing documents, signed authorities, court orders, payment information and client instructions.
• Monitor active cases and ensure follow‑up actions are completed promptly.
• Liaise with courts, solicitors, landlords, managing agents, debtors, enforcement agents and other relevant parties where appropriate.
• Arrange and track court applications, warrant applications, possession‑order paperwork, risk assessments and supporting documents.
• Client communication
• Act as a first point of contact for routine client enquiries.
• Provide professional updates by email and telephone throughout the life of a case.
• Keep clients informed of key milestones, including court filings, hearing dates, enforcement appointments, payments received and case outcomes.
• Escalate complaints, urgent matters, legal queries and sensitive cases to management promptly.
• Draft routine correspondence, notices, updates and client communications for approval where required.
• Scheduling and operational coordination
• Book enforcement‑agent attendances, locksmiths, process servers, accommodation, travel and other operational requirements.
• Coordinate attendance dates with clients, agents, solicitors and suppliers.
• Maintain a live operational diary and ensure all appointments, deadlines and follow‑ups are visible to the team.
• Confirm attendance arrangements and issue final instructions before enforcement visits.
• Obtain post‑visit reports, photographs, payment information and outcome notes from agents.
• Finance and payment support
• Raise invoices and ensure fees, disbursements, court fees, locksmith charges and agent costs are recorded correctly.
• Monitor unpaid invoices and carry out polite payment chasing.
• Record payments received and provide payment updates to clients and enforcement agents.
• Assist with reconciliations between case records, invoices and payments.
• Flag cases where further funding, disbursements or client authority is required before work can continue.
• Compliance and record keeping
• Ensure case files are complete, organised and stored securely.
• Support compliance with data‑protection requirements and internal procedures.
• Maintain clear audit trails of communications, instructions, payments and enforcement activity.
• Ensure risk assessments, notices and enforcement documentation are completed before attendance.
• Identify potential operational risks and elevate them to management.

Person specification

• Strong administration and organisational skills.
• Confident dealing with clients professionally by telephone and email.
• Ability to manage multiple cases, deadlines and competing priorities.
• Good attention to detail, particularly with legal, financial and court documentation.
• Comfortable using Microsoft Office, email, spreadsheets and case‑management systems.
• Ability to handle sensitive or challenging conversations calmly and professionally.
• Full UK driving licence is desirable, but not essential.
• Experience in legal services, debt recovery, property management, enforcement, lettings, court administration or a similar regulated environment.
• Experience working with court forms, possession matters, debt recovery or enforcement processes.
• Experience with invoicing, credit control or accounts administration.
• Knowledge of landlord and tenant procedures, possession claims or High Court enforcement.

Salary and benefits

The salary for this role is £25,000–£28,000 per annum, depending on experience.

The starting salary will reflect the successful candidate’s background and ability to take ownership of case progression, client communication, operational scheduling and administration.

A salary review will take place following successful completion of the three‑month probationary period, with scope for progression as the role develops and responsibilities increase.

Additional benefits include

• 20 days’ annual leave plus bank holidays.
• Training and development opportunities.
• Opportunity to progress within a growing legal and enforcement business.
• Supportive, professional working environment.
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