Ford & Doonan Malaga is looking for a highly organised, practical and proactive Scheduling Coordinator to join our team. This varied role combines scheduling, project coordination, purchasing, warehouse and stock management, supplier and subcontractor coordination, fleet management and operational reporting.

You will help keep residential and new-construction projects moving from order through to installation, ensuring jobs are scheduled correctly, equipment and materials are available, project information is accurate and issues are followed through to resolution. This is a hands-on role suited to someone who is equally comfortable coordinating jobs on a computer, speaking with builders and trades, and getting into the warehouse to make sure the operation is ready for the day ahead.

The position reports directly to the Office Manager.

WHAT YOU'LL BE RESPONSIBLE FOR

PROJECT SCHEDULING & BUILDER COORDINATION

· Schedule and coordinate Builder, residential and other new-construction air conditioning projects from start to finish, maintaining accurate job notes, dates and statuses.

· Act as a key point of contact for builder supervisors and construction teams, building strong working relationships and proactively resolving scheduling or site issues.

· Manage the schedule, including weekly booking confirmations, pending/progress jobs and actively chasing updates to keep the installation calendar productive.

· Review pre-lay jobs and required roof-cover checks before works proceed, ensuring required confirmations are received.

· Coordinate variations and back-charges in line with agreed pricing and escalation procedures, liaising with builder site supervisors as required.

· Contact residential clients prior to installation, confirm readiness and payment status, and communicate relevant installation requirements.

PURCHASING, ORDERING & JOB PROFITABILITY

· Order air conditioning equipment, materials and associated project requirements using current plans and ordering documentation, identifying and resolving discrepancies before they impact installation.

· Raise purchase orders for subcontractors, materials and suppliers, ensuring pricing and job information are accurate for accounts.

· Monitor job profitability against agreed margin targets, flag issues early and maintain a job-completion/profitability tracker for regular management review.

· Track key supplier orders and confirmations, to ensure units and materials are booked and delivered accurately.

· Maintain robust supplier relationships and coordinate returns, credits and discrepancies with suppliers and accounts.

WAREHOUSE, STOCK & LOGISTICS

· Take ownership of the day-to-day organisation,



cleanliness and safety of the warehouse and logistics function.

· Ensure equipment, AC materials, filters and other stock are available, organised and ready ahead of scheduled installations.

· Maintain accurate stock levels, complete regular stocktakes and identify shortages or ordering requirements before they affect projects.

· Coordinate incoming and outgoing equipment and materials between suppliers, warehouse, installers and project teams.

· Monitor, label and organise supplier returns and follow through with accounts to confirm credits.

· Maintain practical controls for stock issued from the warehouse and support continuous improvement of warehouse processes.

SUBCONTRACTOR, FLEET & OPERATIONAL COORDINATION

· Maintain solid working relationships with subcontractors and communicate performance or delivery concerns to management.

· Issue and follow up rectification memos and other subcontractor actions within required response and completion timeframes, escalating unresolved matters appropriately.

· Manage company fleet requirements including servicing, maintenance and vehicle coordination.

· Lead regular toolbox meetings with operational and installation teams.

· Support other installation and office functions during peak periods where operational priorities require it.

REPORTING, SYSTEMS & CONTINUOUS IMPROVEMENT

· Monitor operational performance and prepare regular scheduling, profitability, stock and end-of-month reports for management.

· Maintain accurate information across company systems, trackers and supplier spreadsheets, including Simpro where applicable.

· Identify scheduling, ordering, stock or logistics issues early and take ownership of resolving them or escalating them through the correct management channel.

· Help improve operational processes, controls and communication between builders, suppliers, subcontractors, warehouse and internal teams.

ABOUT YOU

We are looking for someone who takes ownership and follows things through. You will be organised, reliable and comfortable working in a fast-moving trade environment where priorities can change throughout the day.

· Strong organisation, scheduling and project-coordination skills.

· Confident communicating with builders, suppliers, subcontractors, installers and internal teams.





· Good computer skills and confidence learning business software and maintaining accurate trackers.

· Commercial awareness and attention to job costs, purchasing accuracy and profitability.

· A practical, hands-on approach and the physical fitness required for warehouse duties.

· Ability to manage multiple priorities and deadlines while maintaining attention to detail.

· Confident leading toolbox meetings and addressing operational issues.

· Proactive and accountable — you identify problems, follow them through and escalate when required.

ESSENTIAL REQUIREMENTS

· Current valid WA Driver’s Licence.

· Physically fit and capable of performing the hands-on requirements of the position.

· Competent computer skills.

· Willing and able to obtain a National Police Clearance.

HIGHLY REGARDED

· Previous air conditioning / HVAC industry experience.

· Experience within residential construction, building or trades.

· Previous scheduling, purchasing, warehouse or logistics experience.

· Simpro experience.

· Forklift licence.

· Experience managing stock, fleet, suppliers, subcontractors or trade-based operations.

WHY JOIN FORD & DOONAN MALAGA?

You will be joining an established and busy Perth air conditioning business with a strong presence across residential construction and the domestic market. This is a role with genuine responsibility across the full operational flow of projects — from builder scheduling, purchasing and job coordination through to warehouse preparation, stock, fleet and installation. For the right person, there is plenty of chance to improve systems, take ownership and become an important part of the operational team.

· No weekend work

· Take your birthday off! (extra day leave on us)

· A varied role where no two days are exactly the same

· Genuine ownership and autonomy over your area of the operation

· The opportunity to improve systems and put your own stamp on the role

· Opportunity to develop your skills across operations, scheduling, purchasing and logistics

· Supportive team environment working closely with our office, installation and project teams

· Long-term opportunity to grow with the business

HOURS & LOCATION

Hours: Monday to Friday, 8-4pm - During our peak summer period, some flexibility will be required to meet operational demands. This may include working adjusted hours of 7:00am – 3:00pm when necessary.

Applicants should be comfortable with this seasonal flexibility.

Location: Malaga, Western Australia

Employment: Full Time

Reports to: Office Manager

Pay: $65,000.00 – $75,000.00 per year

Work Location: In person

📌 Scheduling Coordinator (Malaga)
🏢 Ford & Doonan Malaga
📍 Malaga