Scheduling Assistant (SP Ceiling Admin Assistant)

The Scheduling Assistant will support the SP Ceiling Admin officer in coordinating, documenting, and tracking all scheduling, purchasing, and workflow processes from start to finish. This role ensures the timely and accurate processing of job orders, purchase orders, reschedules, and maintenance requests.

You will play a key part in the smooth delivery of ceiling and wall lining projects, coordinating with builders, suppliers, contractors, and internal supervisors.

Key Responsibilities

• Workflow & Coordination
• Understand and manage the entire workflow processfrom job booking to project completion.
• Handle Call Ups and Bookings (new requests and re-schedules) as well as Callbacks linked to variations.
• Process Purchase Orders & Plans for new and amended job orders, ensuring accuracy in system entries.
• Manage Variations, both prior to and after Ceiling & Wall Lining installation, ensuring all updates and charges are properly logged.
• Oversee Allocations, updating work orders, attaching relevant documents, and sending them to contractors via SimPRO.
• Scheduling & Documentation Tasks
• Raise purchase orders for all ceiling and wall lining jobs.
• Email orders to suppliers and update systems accordingly.
• Upload contractors orders, marked-up plans, and related details.
• Coordinate with builders scheduling departments for order amendments and re-schedules.
• Issue order numbers to SPC Supervisors and Maintenance Technicians and ensure proper job logging.
• Assist in implementing the new SimPRO system for scheduling and job management.
  
  

Qualifications & Skills

• Bachelors degree in Business Administration, Operations Management, or related field.
• Minimum of 1 year experience in scheduling, coordination, or administrative support (construction or engineering background is a plus).
• Strong organizational and multitasking skills.
• Proficiency in MS Office (Excel, Word, Outlook) and experience with job management systems (SimPRO, JobFile, or similar).
• Excellent communication skills, both verbal and written.
• Ability to work collaboratively with multiple departments and stakeholders.
• Keen attention to detail and ability to handle time-sensitive tasks efficiently.
  
  

Core Competencies

• Initiative and accountability
• Team collaboration and flexibility
• Strong attention to detail and accuracy
• Time management and adaptability
• Professionalism and reliability