Operations & Scheduling Coordinator

Hireful; Bicester; On-site; GBP 24,000 - 31,000; Full time

Job summary

Hireful is seeking an Office Operations Coordinator to act as the central point for scheduling engineers, coordinating site visits, and keeping daily operations running smoothly in a fast-paced environment.

You’ll plan workloads, manage real-time schedule changes, ensure engineers have all the information they need, and maintain accurate records and communications with customers and contractors.

This role requires ownership, quick decision-making, excellent organisation, and a proactive approach.

Qualifications

• Previous experience in scheduling, coordination, or operations (essential).
• Experience in an engineering, service, or logistics environment (preferred).
• Strong organisation and prioritisation skills.
• Able to make decisions and adapt quickly.
• Good IT skills (MS Office; systems experience beneficial).

Responsibilities

• 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.

Skills

Scheduling

Coordination

Organisational skills

Decision making

MS Office

Tools

MS Office Suite

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

• 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 invoices
• Maintain 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
• 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