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 USD 800–1,000 per month (20 hours/week), depending on experience

• 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