Operations & Scheduling Coordinator

Description:

Operations & Scheduling Coordinator

Location: Office-based

Hours: Monday to Friday, 8:30am – 5:00pm

Role Purpose

To act as the central coordination point for all office operations and engineer scheduling, ensuring jobs are efficiently planned, communicated, and delivered. This role combines customer service, scheduling, and operational support to keep the business running smoothly on a day-to-day basis.

This is not a traditional admin role — it is a fast-paced coordination position that requires ownership, decision-making, and the ability to manage changing priorities.

Key Responsibilities

1. Engineer Scheduling & Planning (Core Focus)

Plan and schedule daily engineer workloads, site visits, and reactive jobs

Adjust schedules in real-time based on priorities, emergencies, and changes

Ensure engineers have clear job information, materials, and access details

2. Operational Coordination

Act as the link between customers, engineers, and the office team

Monitor job progress and ensure updates are communicated clearly

Support efficient workflow across service, repairs, and installations

3. Customer & Contractor Communication

Be first point of contact for incoming calls and emails

Provide updates, confirm bookings, and manage expectations

Maintain professional and proactive communication at all times

4. Administration & System Support

Raise purchase orders, quotations, and invoices

Maintain accurate job records and documentation

Support general office processes and reporting

What Success Looks Like

Engineers are fully utilised and efficiently scheduled

Jobs run smoothly with minimal disruption or confusion

Customers receive clear, timely communication

The office operates in a calm, organised, and proactive way

What We’re Looking For

Experience

Previous experience in scheduling, coordination, or operations (essential)

Experience in an engineering, service, or logistics environment (preferred)

Skills

Strong organisation and prioritisation skills

Confident communicator (phone & email)

Able to make decisions and adapt quickly

Good IT skills (MS Office; systems experience beneficial)

Attributes

Calm under pressure in a fast-moving environment

Proactive and solutions-focused

Takes ownership rather than waiting for instruction

Enjoys being at the centre of a busy operation