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)
2. Plan and schedule daily engineer workloads, site visits, and reactive jobs
3. Adjust schedules in real-time based on priorities, emergencies, and changes
4. Ensure engineers have clear job information, materials, and access details
5. Operational Coordination
6. Act as the link between customers, engineers, and the office team
7. Monitor job progress and ensure updates are communicated clearly
8. Support efficient workflow across service, repairs, and installations
9. Customer & Contractor Communication
10. Be first point of contact for incoming calls and emails
11. Provide updates, confirm bookings, and manage expectations
12. Maintain professional and proactive communication at all times
13. Administration & System Support
14. Raise purchase orders, quotations, and invoicesMaintain accurate job records and documentation
15. 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

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