About the role The Scheduling Officer is responsible for coordinating and maintaining efficient scheduling of estimator and supervisor resources. This role ensures that all site assessments and inspection appointments are allocated in line with client Service Level Agreements (SLAs), timeframes, and service standards. This position plays a pivotal role in supporting estimators, supervisors and the broader customer service team by ensuring all jobs are effectively triaged, allocated, and routed to maximise productivity, minimise travel time, and maintain adherence to client SLAs.

Key responsibilities

- Managing and monitoring HPG Building Services emails and customer portals
- Lodging new jobs into workflow systems
- Reviewing new job allocations upon lodgement to determine priority, attendance type, and any supporting documentation required prior to inspection
- Managing calendars for estimators and supervisors, balancing workloads across multiple states
- Scheduling specialist trades for pre-assessment reports or follow-up works as needed
- Monitoring client KPIs and SLAs to ensure all appointments are scheduled and completed within required service level standards
- Utilising HPG's workflow system to monitor field resource availability, assess capacity, and optimise scheduling based on location and workload
- Plan the most efficient daily routes using system mapping tools, minimise travel time, and reallocate work to maximise field efficiency and capacity
- Liaise with estimators, supervisors, trades, and clients to confirm bookings, resolve conflicts, and maintain schedule accuracy
- Maintain up-to-date scheduling records, notes,



and job statuses within the workflow system

About you

- The ability to think beyond the immediate task and consider the client, supervisor, trade and overall job requirements
- A adaptable and adaptable approach, with the ability to adjust priorities and respond positively to changing circumstances
- Confidence in making decisions, taking ownership and using initiative and the ability to assess situations and identify practical solutions
- Strong organisational and time-management skills, with the ability to coordinate multiple priorities and keep work progressing
- Strong communication skills and the ability to build positive working relationships with clients, supervisors, estimators, trades and the customer project co-ordinator team
- High attention to detail and the ability to understand and interpret job information to support effective decision-making
- The ability to work autonomously while also being a collaborative member of the team
- A strong customer-focused mindset, with an understanding of the importance of communication, responsiveness and keeping jobs moving
- Experience in scheduling, coordination, administration, customer service, building, maintenance or insurance would be advantageous
- Competent computer skills, including Microsoft Outlook, Excel and Word, with the ability to quickly learn and confidently use new systems

About us HPG Building Services coordinates building and maintenance services, with a strong focus on delivering quality outcomes, meeting client Service Level Agreements, and maintaining consistent service standards throughout the lifecycle of each project

📌 Scheduling Officer (Prospect)
🏢 Hot Property Group
📍 Prospect