Scheduling and Administration

Vista Kitchens; Newcastle-Maitland; On-site; AUD 55,000 - 75,000; Full time

Job summary

Vista Kitchens is seeking a highly organised Scheduling & Administration Coordinator to join our growing team in the Newcastle region of New South Wales. You will coordinate project schedules, manage day-to-day administrative tasks, and support design and production teams to ensure seamless project delivery.

Acting as the central point of coordination, you will liaise with clients, suppliers, and internal teams to maintain clear communication, precision, and efficiency across all projects.

Qualifications

• Experience in administration or scheduling preferred.
• Construction or cabinetry industry experience is a plus.
• Proficient with MS Office and data entry.

Responsibilities

• Schedule installations, deliveries, and trades.
• Coordinate timelines between clients, suppliers, and internal teams.
• Maintain job files, documentation, and data entry.
• Handle phone and email correspondence professionally.
• Assist with ordering materials and tracking deliveries.
• Provide general administrative support to the team.

Skills

Organisational skills

Time management

Communication

Customer service

Multitasking

MS Office

Attention to detail

Tools

Microsoft Office

Job description

Vista Kitchens is seeking a highly organised and detail-oriented Scheduling & Administration Coordinator to join our growing team. This role is ideal for someone who thrives in a fast-paced environment and is committed to ensuring the exceptional execution and seamless delivery and installation of every project.

About the Role:

You will coordinate project schedules, manage day‑day administrative tasks, and support both our design and production teams to ensure seamless project delivery. Acting as the central point of coordination, you will liaise with clients, suppliers, and internal teams to maintain clear communication, precision, and efficiency across all projects.

Key Responsibilities:

Scheduling installations, deliveries, and trades

Coordinating timelines between clients, suppliers, and internal teams

Managing job files, documentation, and data entry

Handling phone and email correspondence professionally

Assisting with ordering materials and tracking deliveries

Supporting the team with general administrative duties

About You:

Strong organisational and time management skills

Excellent communication and customer service abilities

High attention to detail and problem‑solving skills

Ability to multitask and work under pressure

Experience in administration or scheduling (construction or cabinetry industry preferred but not essential)

Proficient in Microsoft Office and general computer systems

What We Offer

The opportunity to work on high‑end, design‑focused projects

A collaborative and professional team environment

A growing business with strong career development potential

A workplace that values quality, precision, and attention to detail

If you are proactive, reliable, and enjoy being the backbone of a busy team, we’d love to hear from you.