Scheduling Administrator

Scheduling Administrator Job Description Template

Our company is looking for a Scheduling Administrator to join our team.


  • Co-ordination of costume, kit, learning materials and equipment for various immersive programmes;
  • Production of booking documents for our teams and for our clients;
  • Booking of travel and accommodation where required for clients / programmes;
  • Planning, arranging and scheduling inspection / assessment visits;
  • Handling incoming enquiries, resolving queries and dealing with any potential queries relevant to the visit;
  • Updating the database with planned visits, amending and updating to ensure all information kept is always accurate;
  • General management of the office diary, example; client meetings, upcoming sessions, etc;
  • Production administration where required (eg occasional filming, arranging of rehearsals and multimedia support work);
  • Assist with investigations into KPI queries on the month-to-date reports compiled by the Contract Compliance Officers;
  • Responsible for assigning and managing engineers workloads on a daily basis and confirming appointments with clients;
  • Ensuring clients are satisfied with work post completion;
  • Assisting Team Leaders in compiling weekly reports of all open calls and compiling PDA data to compare to our scheduling software and driver records;
  • Keep track of open jobs ensuring that jobs are being progressed within agreed KPIs and work is not outstanding for more than 14 days;
  • Provide support to engineers and operatives and dealing with queries from clients;
  • Carry out ad-hoc investigations into tenant request validations using reports provided by the Performance Team.


  • High level of competency in IT skills (general administration);
  • Availability to work very occasional longer hours or early starts, when required / requested;
  • Experience of the running of events, including dealing with the public;
  • High level of competency in English and Maths;
  • Carry out customer satisfaction surveys;
  • Raise and monitor calls out, keeping customers updated on progress;
  • Provide weekly job updates to team;
  • Monitor weekly reports to ensure all timely completion of call outs;
  • Raise quotes and purchase orders for work;
  • Ensure job booking/updates are communicated clearly to all parties;
  • Scheduling customer site visits;
  • Key Responsibilities;
  • Organising labour.