Operations & Scheduling Coordinator

DJ Doors; Bicester; On-site; GBP 28,000 - 36,000; Full time

Job summary

DJ Doors is seeking a proactive office coordinator to be the central point of contact for scheduling engineers, planning daily workloads, and coordinating between customers and the field team. This role combines customer service, scheduling and operational support in a busy environment.

You will own changes in priorities, ensure engineers have clear job details, and support smooth workflows across service, repairs, and installations while maintaining professional communication with clients.

Qualifications

• Previous experience in scheduling, coordination, or operations (essential).
• Experience in an engineering, service, or logistics environment (preferred).

Responsibilities

• Plan and schedule daily engineer workloads, site visits, and reactive jobs.
• Coordinate between customers, engineers and the office team to monitor progress.
• Be the first point of contact for calls and emails, managing expectations and updates.
• Raise purchase orders, quotations and invoices; maintain accurate job records.

Skills

Strong organisation

Confident communicator

Decision making

MS Office proficiency

Tools

MS Office

Job description

Location: Office-based

Hours: Monday to Friday, 8:30am - 5:00pm

Role Purpose

To act as the central coordination point for all office operations and engineer scheduling, ensuring jobs are efficiently planned, communicated, and delivered. This role combines customer service, scheduling, and operational support to keep the business running smoothly on a day-to-day basis.

This is not a traditional admin role - it is a fast-paced coordination position that requires ownership, decision-making, and the ability to manage changing priorities.

Key Responsibilities

1. Engineer Scheduling & Planning (Core Focus)
   • Plan and schedule daily engineer workloads, site visits, and reactive jobs
   • Adjust schedules in real-time based on priorities, emergencies, and changes
   • Ensure engineers have clear job information, materials, and access details
2. Operational Coordination
   • Act as the link between customers, engineers, and the office team
   • Monitor job progress and ensure updates are communicated clearly
   • Support efficient workflow across service, repairs, and installations
3. Customer & Contractor Communication
   • Be first point of contact for incoming calls and emails
   • Provide updates, confirm bookings, and manage expectations
   • Maintain professional and proactive communication at all times
4. Administration & System Support
   • Raise purchase orders, quotations, and invoicesMaintain accurate job records and documentation
   • Support general office processes and reporting

What Success Looks Like

• Engineers are fully utilised and efficiently scheduled
• Jobs run smoothly with minimal disruption or confusion
• Customers receive clear, timely communication
• The office operates in a calm, organised, and proactive way

What We're Looking For

Experience

• Previous experience in scheduling, coordination, or operations (essential)
• Experience in an engineering, service, or logistics environment (preferred)

Skills

• Strong organisation and prioritisation skills
• Confident communicator (phone & email)
• Able to make decisions and adapt quickly
• Good IT skills (MS Office; systems experience beneficial)

Attributes

• Calm under pressure in a fast-moving environment
• Proactive and solutions-focused
• Takes ownership rather than waiting for instruction
• Enjoys being at the centre of a busy operation