Administrative & Scheduling Coordinator

Emapta Global; Bogotá ciudad; Remote; COP 24,000,000 - 42,000,000; Full time

Benefits offered by this job

Remote work

5-day work week

20 vacation days

Laptop provided

Global client exposure

Inclusive environment

Upskilling via Emapta Academy

Job summary

Emapta Global in Colombia is seeking an Admin Assistant/Scheduling Coordinator to strengthen scheduling, record-keeping, and cross-team communication. This remote role offers a day shift with weekends dedicated to personal priorities.

You will manage schedules, coordinate with builders and subcontractors, and maintain accurate records across SPS, 2020, JSI, and Smartsheet, with Power BI access.

Qualifications

• High school diploma.
• 3–5 years of administrative experience.
• Strong organizational, scheduling, and multitasking skills in a fast-paced environment.
• Excellent verbal and written communication skills in multiple channels.
• Working knowledge of SPS, 2020, JSI, and Smartsheet.
• Proficiency in Microsoft Excel, Outlook, and Word; familiarity with Power BI and operational software systems.
• Ability to prioritize tasks, meet deadlines, and work independently with minimal supervision.
• Strong attention to detail and data accuracy.
• Problem-solving skills to resolve scheduling and system discrepancies.
• Professional, customer-service-oriented demeanor.

Responsibilities

• Review service tickets, verify material availability in 2020, and document the applicable SFS number in the JSI ticket.
• Export scheduling information from SPS into Excel, organize daily/weekly schedules, and distribute to the Administrative Office.
• Distribute schedules to subcontractors and communicate schedule changes as needed.
• Reschedule service appointments when materials are unavailable and ensure dates are updated in 2020 and SPS.
• Review Smartsheet notifications for schedule changes and update dates in 2020 and SPS.
• Enter and submit service-order information through Smartsheet.
• Create and maintain JSI service tickets for required service activities and revisits.

Skills

Administrative experience

Scheduling

Multitasking

Communication

Data accuracy

Education

High school diploma

Tools

SPS

2020

JSI

Smartsheet

Microsoft Excel

Outlook

Word

Power BI

Job description

Operational Coordination That Keeps Major Homebuilding Programs on Schedule

Reliable schedules help homebuilding teams complete installations, services, and deliveries on time. The Admin Assistant/Scheduling Coordinator strengthens this process through accurate records, responsive communication, and organized operational support. Establish a long-term global career with Emapta, collaborate with international teams, and develop expertise valued among top 1% talent-all while enjoying remote work, a day shift, and weekends dedicated to personal priorities.

Snapshot

• Work Setup: Work From Home/Remote


• 5-day work week


• Work-from-home arrangement


• 20 vacation days in total


• Fully customized Emapta laptop and peripherals


• Direct exposure to global clients


• Diverse, inclusive, and supportive work environment where every individual is respected, valued, and empowered to succeed


• Unlimited upskilling through Emapta Academy courses (Want to know more? Visit https://emapta.com/training-calendar/)

Qualifications

Education

• High school diploma.

Required

• 3-5 years of administrative experience.


• Strong organizational, scheduling, and multitasking skills in a fast-paced environment.


• Excellent verbal and written communication skills, including in-person, telephone, and electronic communication.


• Working knowledge of SPS, 2020, JSI, and Smartsheet.


• Proficiency in Microsoft Excel, Outlook, and Word, as well as Power BI and operational software systems.


• Ability to prioritize tasks, manage deadlines, and work independently with minimal supervision.


• Strong attention to detail and data accuracy.


• Sound problem-solving skills, including the ability to identify and resolve scheduling and system discrepancies.


• Professional, customer-service-oriented demeanor, with the ability to handle conflict appropriately.

Preferred

• Previous leadership or team lead experience.


• Administrative experience in construction, cabinetry, manufacturing, or homebuilding.


• Familiarity with scheduling systems, ERP systems, or builder portals.

Skills and Abilities

• Dependable and proactive approach, with consistent follow-through.


• Team-oriented mindset, with the ability to coordinate with builders, subcontractors, and multiple departments.


• Commitment to process improvement.


• Fast-paced setting requiring adaptability and strong time-management skills.

Responsibilities

Scheduling and Service Coordination

• Review service tickets, verify material availability in 2020, and document the applicable SFS number in the corresponding JSI ticket.


• Export scheduling information from SPS into Excel, organize daily and weekly service schedules, and distribute completed files to the Administrative Office for printing and operational use.


• Distribute schedules to subcontractors and communicate schedule changes as needed.


• Reschedule service appointments when required materials are unavailable, ensuring dates and job information are updated accurately in both 2020 and SPS.


• Review Smartsheet notifications for schedule changes and update corresponding dates in 2020 and SPS.


• Enter and submit service-order information through Smartsheet.


• Create and maintain JSI service tickets for required service activities and revisits.

Builder Communication and Confirmations

• Send builder confirmations for scheduled installations, services, P&As, and measurements.


• Monitor builder responses to identify confirmed appointments, requests to move appointments earlier or later, and other schedule changes.


• Coordinate with the Administrative Office when additional builder follow-up or telephone communication is required.


• Maintain accurate records of confirmations and schedule changes to support on-time execution.

Shipment and Order Management

• Create shipment IDs in 2020 for internal transfers, customer deliveries, and 53-foot trailer shipments.


• Maintain and update shipment information in the 2020 Shipments tab.


• Review SF orders and cancel or remove items based on operational or customer requirements.


• Upload completed delivery reports into SPS and maintain supporting documentation.

Job Status and System Maintenance

• Review incomplete jobs in SPS and change their status from "Incomplete B" to "Complete" once a service ticket has been created for the required revisit.


• Maintain accurate and consistent job information across SPS, 2020, JSI, and Smartsheet.


• Identify and correct system discrepancies to ensure operational records reflect current job status.

Performance and Dashboard Management

• Review the SF Dashboard in Power BI to identify jobs, schedules, and operational information requiring attention.


• Investigate dashboard discrepancies and update SPS and 2020 accordingly.


• Review the On-Time Delivery (OTD) report and maintain the information needed for accurate Power BI reporting.


• Monitor operational data for missing information, overdue activities, scheduling discrepancies, and other items requiring follow-up.

Key Interfaces

• Communicate and coordinate with builders and customer representatives.


• Liaise with the SF Administrative Office.


• Collaborate with installation and service teams.


• Coordinate with subcontractors.


• Work with shipping and delivery teams.


• Communicate with SF Operations leadership.

About the Client

Our client has earned its reputation as a trusted leader in home interior solutions through over 25 years of craftsmanship, innovation, and service excellence. Its integrated cabinetry manufacturing and countertop fabrication capabilities support major residential building programs nationwide, combining production scale, dependable scheduling, and resilient supply chains. Backed by skilled specialists, advanced technology, and enduring supplier partnerships, the company consistently provides quality interiors that meet demanding project requirements while strengthening its standing as a preferred partner for builders and developers.

Join the Top 1% Talent. A Better Career. A Better Life.

The world doesn't move forward because everyone is the same. It moves forward because people bring different perspectives, strengths, and ways of thinking. If you've been waiting for a workplace that sees your potential before anything else, this is your moment.

At Emapta Colombia, we believe great careers begin when people are recognized for what they can do-not defined by what others expect. That's why we're creating more opportunities for exceptional talent to thrive in an inclusive workplace where your skills are valued, your ambitions are supported, and your contributions make a lasting impact.

Since 2010, Emapta has helped transform global outsourcing through personalized solutions and seamless collaboration. Today, we're proud to support more than 1,200 clients worldwide with a community of over 12,000 talented professionals-all united by one belief: exceptional talent can come from anywhere.