Scheduling and Administration Officer

Key Responsibilities :

Scheduling & Coordination :

• Create, manage, and adjust daily and weekly schedules for field staff, technicians, or project teams.
• Allocate jobs, tasks, and resources based on priority, skill set, location, and availability.
• Respond promptly to changes, delays, urgent call-outs, or unforeseen issues by re-prioritising schedules.
• Maintain visibility over all active jobs to ensure deadlines and service-level requirements are met.
• Coordinate appointments with clients and communicate schedule updates as required.
• Assist in planning upcoming works, inspections, maintenance cycles, and project timelines.

Communication & Stakeholder Management :

• Liaise with internal departments to ensure schedule accuracy.
• Communicate with clients regarding booking times, rescheduling, and service expectations.
• Provide timely updates to team leaders and managers on schedule changes, conflicts, or risks. Data Management & Compliance
• Maintain accurate records in scheduling software.
• Update job notes, job statuses, and relevant documentation.
• Monitor technician workloads, travel times, and job durations to optimise productivity.
• Support the preparation of reports, invoicing, and data entry into business systems.

Ad Hoc Administration Support :

• Assist with onboarding and offboarding processes, including documentation and induction scheduling.
• Maintain personnel files, compliance documentation, and confidentiality standards.
• Manage the company email inbox, triaging and responding to requests promptly.
• Prepare and maintain administrative templates, checklists, and records.
• Handle office duties such as phone calls, ordering supplies, and mail

management. Ad Hoc Asset & Resource Support

• Help maintain vehicle servicing schedules, registrations, and records.
• Track and manage company assets including tools, equipment, and IT devices.
• Assist with procurement activities, including raising purchase orders and liaising with suppliers.

Skills & Experience :

• Experience in administration and scheduling within service-based industries (e.g., fire protection, building services, construction).
• Strong organisational and planning skills with attention to detail.
• Proficiency in Microsoft Office Suite and scheduling software/ERP systems.
• Must have fluency in English.
• Excellent communication and interpersonal skills.
• Ability to multitask and work effectively in a fast-paced environment.