Service Scheduler (Preventative Maintenance)

dormakaba Australia & New Zealand; Melbourne; On-site; AUD 65,000 - 78,000; Full time

Benefits offered by this job

Access to discounted Health Insurance

Recognition program

Wellbeing committee

WhereFit gym discounts

Job summary

dormakaba Australia & New Zealand is seeking a proactive Service Scheduler to join our Melbourne team. This full-time, office-based role focuses on planning preventative maintenance across national service teams, ensuring timely completion of work orders and efficient coordination with technicians and stakeholders.

The successful candidate will have strong organisational skills, excellent communication, and experience with service software such as ServiceMax.

Qualifications

• Experience in scheduling or coordination within a service-related industry.
• Strong customer service and telephone handling skills.
• Ability to analyse, prioritise and escalate where required.

Responsibilities

• Schedule Planned Maintenance work orders and monitor within timeframes.
• Track open/overdue orders, investigate delays and escalate as needed.
• Manage rescheduling due to absenteeism and inform stakeholders.
• Coordinate with technicians and subcontractors to confirm ETAs and complete jobs on time.
• Prioritise national/Tier 1 accounts and ensure POs and contracts are met.
• Collaborate with Service Managers and other teams to support operations.
• Utilise dashboards to monitor performance and identify improvements.
• Handle incoming support calls related to Planned Maintenance and provide reports.

Skills

Scheduling

Customer service

Analytical thinking

Time management

Communication

Microsoft Office

Tools

ServiceMax

Job description

Position Overview

We’re looking for proactive and highly organised Service Schedulers to join our Service team. In this key role, you’ll perform scheduling and administrative activities related to preventative maintenance, across our national service teams. This role is focused on maximising efficiencies in order to satisfy our contractual obligations for our clients. This is a full-time office based role out of our Hallam office, Monday to Friday, span of hours 7.30 am 5.00 pm.

What You Will Do

• Ensure all Planned Maintenance work orders are scheduled, assigned, and monitored within required timeframes.
• Monitor open and overdue work orders, investigate delays, and ensure timely completion or escalation.
• Manage rescheduling due to absenteeism and communicate changes to relevant stakeholders.
• Coordinate with agents and subcontractors to confirm ETAs and ensure jobs are completed by month-end.
• Prioritise national and Tier 1 accounts, ensuring purchase orders (POs) are obtained and contractual commitments are met.
• Collaborate with Service Managers, Facilities Managers (FMs), and the Reactive Team to support smooth operations.
• Use PM dashboards and reporting tools to monitor performance and identify improvement opportunities.
• Manage incoming calls from support teams relating to Planned Maintenance.
• Prepare and provide reports as required.
• Comply with applicable laws, regulations, company policies, procedures, and the Code of Conduct.

What We Require

• Prior experience in scheduling or coordination within a service related industry.
• High degree of customer service with the ability to manage incoming calls and respond to customer queries in a professional manner.
• Capacity to analyse, prioritise and elevate where required.
• Ability to deal with competing priorities.
• Advanced computer literacy, ideally with service software (e.g., ServiceMax)
• Excellent communication and customer etiquette
• Ability to work under pressure and manage competing priorities
• Strong attention to detail and time management skills
• Comfortable working in a fast-paced, high-interaction team environment

What we prefer

• Experience scheduling mobile/field-based staff
• Ability to coordinate multiple technicians, jobs and locations
• Strong diary and appointment management
• Comfortable rescheduling jobs when priorities change
• Ability to plan ahead and anticipate scheduling issues
• Clear and professional communication with customers
• Good phone manner and customer etiquette
• Strong follow-up skills to ensure issues don't fall through the cracks

What We Offer

• Access to discounted Health Insurance
• Peer to Peer Recognition via our ‘ABC' Nominations and awards
• Wellbeing Committee focusing on Mental Health, Community Engagement, Diversity & Inclusion, Social & Amenities
• WhereFit membership offering discounts on gyms, apparel and more
• Join a global organisation with excellent career growth and development opportunities
• Be part of a supportive, collaborative and team-focused culture

Who We Are

We are at the heart of every place that matters. From automatic doors to cloud-based access solutions, we enable seamless movement in secure, safe, and sustainable spaces. With over 16,000 employees worldwide, we are a global leader in access solutions across industries including healthcare, aviation, education, hospitality and more. We focus on innovation, collaboration, and creating real impact for our customers and communities. At dormakaba, you’re encouraged to take initiative, grow your skills, and build your career alongside a global team shaping the future of access.