Scheduling CoordinatorFlexible

About the Role

We are seeking an experienced Scheduling Coordinator to join our dynamic and inclusive Business Enterprises team. In this role, you will help deliver high-quality facilities management services while supporting meaningful employment opportunities for people with disabilities alongside skilled team members.

Working closely with the General Manager and Facilities Management Leadership team, you will provide scheduling, contract administration, reporting, and customer support across our national Facilities Management operations. You will play a key role in ensuring customer obligations, reporting requirements, and service standards are consistently met.

A day in the life of a Scheduling Coordinator …

• Manage and maintain the Urbanise scheduling platform, ensuring data accuracy and integrity.
• Coordinate scheduling activities to support efficient service delivery nationwide.
• Build and maintain automated reporting dashboards using Excel, Power Query, and Power BI.
• Analyse large datasets and provide meaningful insights to support business decisions.
• Monitor customer contracts, KPIs, and performance measures to ensure compliance and service excellence.
• Prepare reports for customers, leadership teams, and other stakeholders.
• Provide contract administration support to the Facilities Management team.
• Assist with preparing tenders, quotations, and customer proposals.
• Maintain accurate records and documentation within the Integrated Management System (IMS).
• Support end-of-month reporting and customer billing processes.
• Identify opportunities to improve systems, processes, and reporting efficiency.
• Participate in meetings with commercial customers and build strong working relationships.
• Work collaboratively with internal teams to achieve business objectives.
• Support Facilities Management Leadership with special projects and operational initiatives.
• Participate in training, development activities, and team meetings.
• Assist in providing workplace support to NDIS participants.
• Promote safe, sustainable, and compliant work practices aligned with ISO 9001, ISO 14001, and ISO 45001 standards.

What You'll Bring

Essential Skills & Experience

• Advanced Excel skills, including Pivot Tables, VLOOKUP, INDEX/MATCH, and data analysis.
• Experience using Power Query and Power BI.
• Strong organisational and administrative skills.
• Exceptional attention to detail and ability to work with complex datasets.
• Excellent written and verbal communication skills.
• Strong analytical and problem-solving abilities.
• Ability to manage competing priorities and meet deadlines.
• Proficiency with Microsoft Office and SharePoint.
• Ability to work independently and collaborate effectively with stakeholders.

Desirable Experience

• Experience using Urbanise or similar facilities management software.
• Facilities Management or contract administration experience.
• Knowledge of quotation preparation, costings, and tender submissions.
• Project administration or project management experience.
• Experience producing professional business reports and documentation.
• Ability to adapt to changing business needs and new technologies.

 Benefits of working with Aruma

• Competitive Salary Package: Be rewarded for your hard work with an attractive salary, plus a laptop.
• Salary Packaging: Increase your take-home pay. Access to NFP salary packaging up to $15,900 for living expenses and additional $2,650 for meal and entertainment expenses each year tax free. Salary Packaging Calculator | Accesspay
• Continuous Learning Opportunities: Work alongside industry-leading professionals who are dedicated to helping you excel and advance your career.
• Supportive Team Environment: Focus on what you do best, with strong operational and administrative support behind you every step of the way.
• Incredible Perks: Fitness Passport and confidential counselling through our Employee Assistance Program, we take care of our team.
• A Culture Like No Other: Be part of a vibrant, positive work environment filled with team-building activities and a strong sense of community.
• Call to Action: Join Aruma, where your career journey and well-being are our top priorities.

About us

Aruma is a leading Australian for-purpose, values-driven organisation dedicated to helping people with disabilities live the life they envision. Operating across Eastern Australia, Aruma supports over 5,000 individuals, employs more than 5,000 staff, and boasts an annual turnover of around $500 million. The organisation is undergoing significant transformation as the NDIS and social and technological advancements reshape the landscape of disability support in Australia. Aruma | Disability services. Putting you first.

Our Commitment

At Aruma, we’re committed to building a workforce that reflects the community we serve. We welcome applicants from all backgrounds and are focused on creating an inclusive, high-performing workplace.

Our Recruitment Approach

We review applications as they come in and move quickly to interview great candidates, so we encourage you to apply early. While we include an indicative closing date, roles may close sooner if we find the right person. Applications received later in the process may not progress. If you’re unsuccessful and would value feedback, please feel welcome to reach out to our Talent team.

If you are highly organised, data-driven, and passionate about delivering outstanding customer outcomes, we would love to hear from you.