Operations and Scheduling Coordinator

We are hiring an Operations and Scheduling Coordinator (Electrical Services) for a small trades/services company in the Construction/Facilities & Electrical Services industry. This is a Part-Time remote role for a UK-based client.

The role is focused on job scheduling, technician coordination, customer communication, invoicing, and day-to-day operational admin using ServiceM8 and Xero. The ideal candidate is proactive, highly organized, detail-oriented, and experienced in field-service operations with excellent written and verbal English communication.

Key Responsibilities

  • Own the daily schedule: coordinate technicians/engineers, plan routes, and book jobs efficiently
  • Liaise with tenants, landlords, and clients to arrange property access and confirm appointment details
  • Create, update, and close work orders in ServiceM8; ensure notes, photos, and documentation are complete
  • Prepare and send invoices, reconcile payments, and follow up on outstanding balances in Xero
  • Maintain accurate records and filing in Google Drive/Dropbox; track required job documents and certificates
  • Manage shared inbox and phone queries; provide timely, professional customer updates and after-visit follow-ups
  • Maintain and update the Trello Kanban board; monitor work-in-progress and escalate blockers
  • Compile weekly operations and billing reports (e.g., completed jobs, WIP, aged receivables)
  • Support the owner with calendar coordination, task follow-ups, and process improvements
  • Draft and refine SOPs, templates, and checklists to drive consistency and efficiency
  • Coordinate with subcontractors for timesheets, receipts, purchase orders, and job status updates
Required Qualifications
  • 2+ years of operations/admin experience in a field-service or trades environment (electrical, HVAC, plumbing, facilities)
  • Hands-on experience with Xero (invoicing, reconciliation, basic reporting)
  • Experience using ServiceM8 or a similar field service management platform (ServiceM8 strongly preferred)
  • Proven scheduling and dispatching experience; confident liaising with customers and site contacts
  • Excellent English communication, high attention to detail, and strong follow-through in a fast-paced setting
Preferred Qualifications
  • Background supporting UK-based construction, maintenance, or property management operations
  • Familiarity with certificate/compliance tracking workflows (e.g., electrical safety docs) is a plus
  • Experience creating SOPs and improving workflows; comfortable with basic KPI reporting
Required Skills & Tools
  • Xero (invoicing and reconciliation)
  • ServiceM8 (job management and scheduling)
  • Trello or similar Kanban/task management tools
  • Google Workspace or Microsoft 365 (Docs/Sheets or Word/Excel, Drive/OneDrive, Gmail/Outlook)
  • VoIP/phone handling and professional email etiquette
Schedule & Pay
  • Part-Time position; Monday–Friday, 9:00–13:00 UK time (20 hours/week)
  • Fully remote role for a UK-based client
  • Pay ranges from R7,000- R8,500 per month (20 hours/week)
  • Includes onboarding support, skills training, and growth potential to expand scope/hours
System Requirements
  • Internet speed of at least 20 Mbps upload and download
  • Computer with a 2.4 GHz processor or higher
  • 8 GB of RAM or higher
  • Windows 10 or newer, or Mac OS X 10.10 or newer
  • HD 720p webcam
  • Headset with microphone
Benefits
  • Competitive pay rates
  • Consistent hours and predictable workload
  • Fully remote work with long-term potential
  • Direct collaboration with the founder, making a real impact
  • Supportive and inclusive work environment
  • Opportunity to grow alongside a scaling UK electrical services company
If you're a highly organized operations professional who enjoys keeping schedules on track, coordinating teams, and ensuring exceptional customer service, we'd love to hear from you.
Back to blog

Other Jobs To Apply

No other job posts for this day.

Common Interview Questions And Answers

1. HOW DO YOU PLAN YOUR DAY?

This is what this question poses: When do you focus and start working seriously? What are the hours you work optimally? Are you a night owl? A morning bird? Remote teams can be made up of people working on different shifts and around the world, so you won't necessarily be stuck in the 9-5 schedule if it's not for you...

2. HOW DO YOU USE THE DIFFERENT COMMUNICATION TOOLS IN DIFFERENT SITUATIONS?

When you're working on a remote team, there's no way to chat in the hallway between meetings or catch up on the latest project during an office carpool. Therefore, virtual communication will be absolutely essential to get your work done...

3. WHAT IS "WORKING REMOTE" REALLY FOR YOU?

Many people want to work remotely because of the flexibility it allows. You can work anywhere and at any time of the day...

4. WHAT DO YOU NEED IN YOUR PHYSICAL WORKSPACE TO SUCCEED IN YOUR WORK?

With this question, companies are looking to see what equipment they may need to provide you with and to verify how aware you are of what remote working could mean for you physically and logistically...

5. HOW DO YOU PROCESS INFORMATION?

Several years ago, I was working in a team to plan a big event. My supervisor made us all work as a team before the big day. One of our activities has been to find out how each of us processes information...

6. HOW DO YOU MANAGE THE CALENDAR AND THE PROGRAM? WHICH APPLICATIONS / SYSTEM DO YOU USE?

Or you may receive even more specific questions, such as: What's on your calendar? Do you plan blocks of time to do certain types of work? Do you have an open calendar that everyone can see?...

7. HOW DO YOU ORGANIZE FILES, LINKS, AND TABS ON YOUR COMPUTER?

Just like your schedule, how you track files and other information is very important. After all, everything is digital!...

8. HOW TO PRIORITIZE WORK?

The day I watched Marie Forleo's film separating the important from the urgent, my life changed. Not all remote jobs start fast, but most of them are...

9. HOW DO YOU PREPARE FOR A MEETING AND PREPARE A MEETING? WHAT DO YOU SEE HAPPENING DURING THE MEETING?

Just as communication is essential when working remotely, so is organization. Because you won't have those opportunities in the elevator or a casual conversation in the lunchroom, you should take advantage of the little time you have in a video or phone conference...

10. HOW DO YOU USE TECHNOLOGY ON A DAILY BASIS, IN YOUR WORK AND FOR YOUR PLEASURE?

This is a great question because it shows your comfort level with technology, which is very important for a remote worker because you will be working with technology over time...