Planning and Scheduling Administrator | Mon – Fri 38 hours | Balcatta Support Centre

Sodexo; City Of Stirling; On-site; AUD 65,000 - 90,000; Full time

Job summary

Sodexo Balcatta Support Centre is seeking a full-time Planning and Scheduling Administrator to join our Western Australia operations. The role focuses on administration for planning processes, work orders, and contractor activities across multiple systems.

The successful candidate will manage shared inboxes, maintain registers, support planners, coordinate travel, and assist with work order and purchase order administration, ensuring records are clear and up to date.

Qualifications

• Experience in an administration, coordination, or operational support role.
• Strong attention to detail and accuracy in data entry.
• Ability to manage inboxes, registers, and competing priorities.
• Confidence using business systems, spreadsheets, and shared mailboxes.
• Clear written and verbal communication skills.
• Ability to follow structured processes with minimal supervision.
• Sound judgement to determine when to action or escalate tasks.
• Team-focused approach with a proactive mindset.

Responsibilities

• Support the Planning and Scheduling Team with daily administration, system updates, contractor coordination, and work order management.
• Monitor shared inboxes and allocate, track, and escalate requests.
• Assist planners with raising, updating, and closing work orders.
• Maintain accurate records across systems and tracking registers.
• Raise purchase requisitions and support invoice processing and change orders.
• Follow up contractors for outstanding reports, invoices, and updates.
• Monitor progress and address delays or missing information.
• Maintain contractor registers and tracking spreadsheets.
• Arrange travel, accommodation, and compliance requirements as needed.
• Support meeting coordination and general team administration.
• Escalate unclear or overdue items to the Senior Planner or Planning Manager.

Skills

Administration experience

Coordination

Operational support

Attention to detail

Data entry

Clear communication

Tools

Dynamics 365 CE

Microsoft Office Suite

Pegasus

RAPID

Outlook shared mailboxes

RTIO Remote Desktop

Job description

Planning and Scheduling Administrator | Mon – Fri 38 hours | Balcatta Support Centre

• Full-time
• Job Family: Corporate Services

Within Western Australia, Sodexo delivers operations, maintenance, and refurbishment of non-process infrastructure across the mining and oil & gas sector. The Planning and Scheduling Team plays a critical role in keeping maintenance activities progressing across sites, contractors, internal stakeholders, and support teams.

We are seeking a full-time, permanent Planning and Scheduling Administrator to join our team in Balcatta. This role provides essential administration support to the Planning and Scheduling Team, ensuring planning processes, work orders, and contractor activities remain accurate, organised, and up to date.

This is not a general administration role. The position supports maintenance planning activity across multiple systems, contractors, inboxes, and work order processes. You will need to be organised, reliable, detail-focused, and comfortable working within defined processes while managing competing priorities.

The role requires someone who can manage shared inboxes, maintain registers, follow up contractors, support planners, coordinate travel, and assist with work order and purchase order administration, while maintaining clear records of progress, outstanding items, and escalations.

Key Responsibilities

The Planning and Scheduling Administrator will support the team with daily administration, system updates, contractor coordination, and work order management.

Duties will include:

• Monitoring shared Planning inboxes and allocating, tracking, and escalating requests
• Supporting planners with raising, updating, and closing work orders
• Maintaining accurate records across systems (e.g. Dynamics 365) and tracking registers
• Raising purchase requisitions and supporting invoice processing, receipting, and change orders
• Following up contractors for outstanding reports, invoices, and work updates
• Monitoring work progress and addressing delays, failed services, or missing information
• Maintaining contractor registers and tracking spreadsheets
• Arranging travel requests, accommodation, and compliance requirements where needed
• Supporting meeting coordination and general team administration
• Escalating unclear, overdue, or blocked items to the Senior Planner or Planning Manager

Systems and Tools:

The role may require use of:

• Dynamics 365 CE and FO
• Microsoft Office Suite
• RAPID
• Contractor portals and registers
• Outlook shared mailboxes
• RTIO Remote Desktop

To be considered you must have:

• Experience in an administration, coordination, or operational support role
• Strong attention to detail and accuracy in data entry
• Ability to manage inboxes, registers, and competing priorities
• Confidence using business systems, spreadsheets, and shared mailboxes
• Clear written and verbal communication skills
• Ability to follow structured processes with minimal supervision
• Sound judgement to determine when to action, query, or escalm tasks
• A team-focused approach with a proactive mindset
• Reliability in completing routine tasks consistently and on time
• Experience with work orders, contractor coordination, Microsoft Excel, Dynamics 365, Pegasus, or similar systems is highly regarded.

What success looks like

A successful Planning and Scheduling Administrator keeps work organised, visible, and progressing.

Success in this role means:

• Shared inboxes are managed and actioned within agreed timeframes
• Requests are tracked, allocated, and escalated appropriately
• Work orders, invoices, and contractor documentation are processed accurately
• Contractors are followed up proactively to keep work moving
• Registers and tracking tools are kept accurate and up to date
• Travel and administrative tasks are completed correctly and on time
• Planners are not required to chase routine administrative actions
• Issues and blockers are escalated early with enough detail for resolution

What can we do for you?

• Sodexo is an employer that promotes and encourages growth and personal develop while working in a supportive, inclusive, and high preforming team
• Opportunity to grow and develop within a global organisation
• Be part of one of the world’s largest facilities management contracts
• A genuine ‘family first’ approach to work