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

REF-(Apply online only)