Scheduling Co-ordinator

7 days ago

Parramatta Park, Queensland, Australia Beacon Building Services Full time $60,000 - $80,000 per year
Primary Purpose:
  • The primary purpose of this role is to coordinate and manage minor responsive repair works from an office environment by initial registration of the job, scheduling the job to delivery of the job to invoicing, ensuring all processes are adhered to, whilst providing administrative support to field staff. This is to ensure that all clients and customers have a positive experience in their dealings with Beacon Building Services.
Key Result Area
  • Lodging newly received jobs into our workflow system and ensuring the relevant approvals from the client are in place.
  • Scheduling the in-house maintenance technicians and external trades relevant to the repair required and communicating by verbal and written means.
  • Liaise and coordinate internal estimator/supervisors with bookings and specialists as required.
  • Submitting estimator quotes and reports to clients in accordance with agreed format and timeframes.
  • Liaising with clients and building stakeholders to arrange bookings for rooms and scheduling with maintenance trades.
  • Updating client portals in accordance with SLA's (where applicable) by submitting maintenance technicians daily work logs and communications including quotes, variations photo reports to clients.
  • Handling incoming calls and enquiries and communicating with relevant staff members (including participating in a rotation of frontline call/email monitoring).
  • Taking ownership to allocating trades to responsive works and approved repairs from our supplier list and ensuring completion of jobs in accordance with SLA's.
  • Record keeping on each job file incl. job related documents, communication notes, photos, work orders, and such.
  • Ensuring adequate communication across all stakeholders through the repair.
  • Financial management of a budget for each project to ensure works are completed within approved limits, and communicating where additional approvals required with confident verbal and written communications.
  • Manage the induction process of trades and technicians in the Burbank Compliance System and through the client induction process.
  • Maintain service levels under times of increased work volume, particularly during major events/storms.
  • Adhere to strict KPI's set by management.
  • Associated administration and ad-hoc tasks as required.
  • Daily management of Microsoft Excel tracking spreadsheets.
Stakeholder Relationships
  • Confident Communications to keep clients informed regularly on repair progress and respond to customer queries with diligence and professionalism in a timely manner.
  • Liaise with trades, technicians and suppliers daily, responding to queries and keeping repairs on track through effective planning and communication.
  • Ensure consistent, informative and relevant communication with all stakeholders.
  • Work with clients, customers and suppliers to develop and maintain harmonious professional relationships for the benefit of all stakeholders.
  • Promote company values, policies and procedures.
Industry Knowledge
  • Maintain professional and technical knowledge by attending educational workshops; benchmarking professional standards; reviewing professional publications; establishing personal networks.
  • Share industry knowledge that assists in the training and development of less experienced employees (some inter-state travel may be required)
Typical Qualifications and Personal Attributes
  • A scheduling or repair coordination related background in maintenance repairs or in building and construction (or related discipline) is essential.
  • Experience in a similar role is essential.
  • Intermediate experience in Microsoft Office suite essential with additional experience in a workflow system an advantage.
  • Willingness to adapt and be flexible.
  • Ability to lead, plan and manage change.
  • Passion, or the willingness to become immersed in work.
  • Initiative and strong organizational skills.
  • Strong time management skills, including the ability to work under pressure and adhere to strict KPI's.
  • Strong negotiation skills with excellent decision-making skills.
  • A customer focused approach to work.
  • Strong written and verbal communication skills
  • Ability to learn new I.T. systems quickly.

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