Task Name

Assigned Role

Due

Details

Send Scope

Admin Coordinator

2 days after job creation

Create and send scope documents to the primary contact

Send Excess

Admin Coordinator

2 days after job creation

Create and send excess invoice to the primary contact

Await Signed Scope

Admin Coordinator

1 month after 'Send Scope' task marked complete

Follow up the primary contact for signed scope return

Await Excess Payment

Admin Coordinator

1 month after 'Send Excess' task marked complete

Follow up the primary contact for their excess payment

Schedule Repairs

Project Manager

1 day after 'Await Signed Scope' and 'Await Excess Payment' tasks marked complete

Organise trades attendances for repairs and issue purchase orders

Works Call to Schedule

Repair Coordinator

2 days after 'Await Signed Scope' and 'Await Excess Payment' tasks marked complete

Contact primary contact and provide update on next steps of the repair process

Refer Works Back to Client

Repair Coordinator

1 hour after the 3rd failed 'Works Call to Schedule' task

Contact the client to let them know you can't get hold of the primary contact and can't get on-site.

Update Client

Project Manager

Initially, 5 days after 'Await Signed Scope' and 'Await Excess Payment' tasks marked complete

Provide update to client on current status of repairs

Email Client Job Schedule

Project Manager

Immediate after 'Schedule Repairs' task marked complete

Provide client with copy of the repair schedule

Practical Repairs Completed

Admin Coordinator

1 month after 'Schedule Repairs' task marked complete

Trades to complete repairs

Call for sign-off

Admin Coordinator

No due date

Contact primary contact and confirm repairs are complete and satisfactory

Invoice Repairs

Manager

1 day after 'Call for sign-off' task marked complete

Create an invoice for the works and send to the client.

Awaiting Repair Invoice Payment

Admin Coordinator

7 days after 'Invoice Repairs' task marked complete

Follow up the client for payment