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
Operations & Scheduling Coordinator in Bicester employer: My Sisters' House
At My Sisters' House Women's Centre, we pride ourselves on being an exceptional employer dedicated to making a meaningful impact in the lives of women facing adversity. Our flexible and hybrid working arrangements, coupled with a supportive and inclusive workplace culture, empower our employees to thrive both personally and professionally. With ongoing professional development opportunities and the chance to influence key strategic decisions, joining our team as Head of Finance means contributing to a respected charity that values innovation and excellence while ensuring financial sustainability for our vital services.
