Operations and Scheduling Coordinator

We are hiring an Operations and Scheduling Coordinator (Electrical Services) for a small trades/services company in the Construction/Facilities & Electrical Services industry. This is a Part-Time remote role for a UK-based client. The role is focused on job scheduling, technician coordination, customer communication, invoicing, and day-to-day operational admin using ServiceM8 and Xero. The ideal candidate is proactive, highly organized, detail-oriented, and experienced in field-service operations with excellent written and verbal English communication.

Key Responsibilities

• Own the daily schedule: coordinate technicians/engineers, plan routes, and book jobs efficiently
• Liaise with tenants, landlords, and clients to arrange property access and confirm appointment details
• Create, update, and close work orders in ServiceM8; ensure notes, photos, and documentation are complete
• Prepare and send invoices, reconcile payments, and follow up on outstanding balances in Xero
• Maintain accurate records and filing in Google Drive/Dropbox; track required job documents and certificates
• Manage shared inbox and phone queries; provide timely, professional customer updates and after-visit follow-ups
• Maintain and update the Trello Kanban board; monitor work-in-progress and escalate blockers
• Compile weekly operations and billing reports (e.g., completed jobs, WIP, aged receivables)
• Support the owner with calendar coordination, task follow-ups, and process improvements
• Draft and refine SOPs, templates, and checklists to drive consistency and efficiency
• Coordinate with subcontractors for timesheets, receipts, purchase orders, and job status updates

Required Qualifications

• 2+ years of operations/admin experience in a field-service or trades environment (electrical, HVAC, plumbing, facilities)
• Hands-on experience with Xero (invoicing, reconciliation, basic reporting)
• Experience using ServiceM8 or a similar field service management platform (ServiceM8 strongly preferred)
• Proven scheduling and dispatching experience; confident liaising with customers and site contacts
• Excellent English communication, high attention to detail, and strong follow-through in a fast-paced setting

Preferred Qualifications

• Background supporting UK-based construction, maintenance, or property management operations
• Familiarity with certificate/compliance tracking workflows (e.g., electrical safety docs) is a plus
• Experience creating SOPs and improving workflows; comfortable with basic KPI reporting

Required Skills & Tools

• Xero (invoicing and reconciliation)
• ServiceM8 (job management and scheduling)
• Trello or similar Kanban/task management tools
• Google Workspace or Microsoft 365 (Docs/Sheets or Word/Excel, Drive/OneDrive, Gmail/Outlook)
• VoIP/phone handling and professional email etiquette

Schedule & Pay

• Part-Time position; Monday–Friday, 9:00–13:00 UK time (20 hours/week)
• Fully remote role for a UK-based client
• Pay ranges from R7,000- R8,500 per month (20 hours/week)
• Includes onboarding support, skills training, and growth potential to expand scope/hours

System Requirements

• Internet speed of at least 20 Mbps upload and download
• Computer with a 2.4 GHz processor or higher
• 8 GB of RAM or higher
• Windows 10 or newer, or Mac OS X 10.10 or newer
• HD 720p webcam
• Headset with microphone

Benefits

• Competitive pay rates
• Consistent hours and predictable workload
• Fully remote work with long-term potential
• Direct collaboration with the founder, making a real impact
• Supportive and inclusive work environment
• Opportunity to grow alongside a scaling UK electrical services company

If you're a highly organized operations professional who enjoys keeping schedules on track, coordinating teams, and ensuring exceptional customer service, we'd love to hear from you.