Administartion/Scheduler

Rubiks Roofing Pty Ltd; Toowoomba Regional; On-site; AUD 60,000 - 75,000; Full time

Job summary

Rubiks Roofing Pty Ltd is seeking a reliable scheduling coordinator to manage day-to-day scheduling across two growing businesses from our Toowoomba office. This office-based role focuses on coordinating tasks, ensuring approvals and access are in place, and keeping customers informed.

You will work closely with the team, chase answers, and adjust plans when weather or job requirements change, while maintaining a friendly, professional approach.

Qualifications

• Experience coordinating schedules in construction, trades or similar busy environment.
• Exceptional customer service and phone manner.
• Strong organisation and attention to detail.
• Ability to manage competing priorities and think ahead.
• Reliable follow-through—you confirm arrangements and close the loop.
• Initiative to identify scheduling gaps, chase answers and raise issues early.
• Confidence using job management systems.
• A practical, friendly approach and a good sense of humour.

Responsibilities

• Maintain an accurate, practical schedule across two companies.
• Coordinating tasks.
• Tracking tasks.
• Creating folders.
• Ensure required approvals, purchase orders, materials and access arrangements are in place before work starts.
• Prepare and collect safety documents.
• Adjust schedules when weather, delays or job requirements change, and promptly communicate updates.
• Call clients to confirm dates, explain what to expect and discuss access requirements.
• Keep everyone informed when things change.
• Track job progress and confirm completion so the next stage can be arranged.

Skills

Scheduling

Customer service

Organisational skills

Prioritisation

Follow-through

Job management systems

Job description

Ready to take control of the chaos and build a career?

We welcome applicants who are reliable, highly motivated and eager to learn. If you turn up on time, follow through and love keeping things organised, we’ll help you develop the skills to grow in this role.

About the role

Scheduling is the main focus of this role, supported by contract administration and exceptional customer service. This is an office-based position working in-house with the team. You will manage day-to-day scheduling across two companies.

Key responsibilities

• Maintain an accurate, practical schedule across two companies
• Coordinating tasks
• Tracking tasks
• Creating folders
• Ensure required approvals, purchase orders, materials and access arrangements are in place before work starts
• Prepare and collect safety documents
• Adjust schedules when weather, delays or job requirements change, and promptly communicate updates
• Call clients to confirm dates, explain what to expect and discuss access requirements
• Keep everyone informed when things change
• Track job progress and confirm completion so the next stage can be arranged

About you

• Experience coordinating schedules in construction, trades or a similar busy environment
• Exceptional customer service and phone manner
• Strong organisation and attention to detail
• Ability to manage competing priorities and think ahead
• Reliable follow-through—you confirm arrangements and close the loop
• Initiative to identify scheduling gaps, chase answers and raise issues early
• Confidence using job management systems
• A practical, friendly approach and a good sense of humour
• A varied coordination role across two growing businesses
• Support from an established team and training in systems
• The opportunity to improve how we schedule and communicate

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