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- Microsoft Outlook
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Planning and Scheduling Administrator | Mon – Fri | Balcatta Support Centre

Sodexo -
Western Australia

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Job Details

Full-time
7 hours ago

Qualifications

Microsoft Excel
Microsoft Outlook
Microsoft Office
Administrative experience
Communication skills

Full Job Description

Company Description

Within Western Australia, Sodexo delivers operations, maintenance, and refurbishment of non-process infrastructure across the mining and oil & gas sector. The Planning and Scheduling Team plays a critical role in keeping maintenance activities progressing across sites, contractors, internal stakeholders, and support teams.

We are seeking a full-time, permanent Planning and Scheduling Administrator to join our team in Balcatta. This role provides essential administration support to the Planning and Scheduling Team, ensuring planning processes, work orders, and contractor activities remain accurate, organised, and up to date.

This is not a general administration role. The position supports maintenance planning activity across multiple systems, contractors, inboxes, and work order processes. You will need to be organised, reliable, detail-focused, and comfortable working within defined processes while managing competing priorities.

The role requires someone who can manage shared inboxes, maintain registers, follow up contractors, support planners, coordinate travel, and assist with work order and purchase order administration, while maintaining clear records of progress, outstanding items, and escalations.

Key Responsibilities

The Planning and Scheduling Administrator will support the team with daily administration, system updates, contractor coordination, and work order management.

Duties will include:

Monitoring shared Planning inboxes and allocating, tracking, and escalating requests
Supporting planners with raising, updating, and closing work orders
Maintaining accurate records across systems (e.g. Dynamics 365) and tracking registers
Raising purchase requisitions and supporting invoice processing, receipting, and change orders
Following up contractors for outstanding reports, invoices, and work updates
Monitoring work progress and addressing delays, failed services, or missing information
Maintaining contractor registers and tracking spreadsheets
Arranging travel requests, accommodation, and compliance requirements where needed
Supporting meeting coordination and general team administration
Escalating unclear, overdue, or blocked items to the Senior Planner or Planning Manager

Systems and Tools:

The role may require use of:

Dynamics 365 CE and FO
Microsoft Office Suite
RAPID
RTIO Pegasus / Avetta
Contractor portals and registers
Outlook shared mailboxes
RTIO Remote Desktop

To be considered you must have:

Experience in an administration, coordination, or operational support role
Strong attention to detail and accuracy in data entry
Ability to manage inboxes, registers, and competing priorities
Confidence using business systems, spreadsheets, and shared mailboxes
Clear written and verbal communication skills
Ability to follow structured processes with minimal supervision
Sound judgement to determine when to action, query, or escalate tasks
A team-focused approach with a proactive mindset
Reliability in completing routine tasks consistently and on time
Experience with work orders, contractor coordination, Microsoft Excel, Dynamics 365, Pegasus, or similar systems is highly regarded.

What success looks like

A successful Planning and Scheduling Administrator keeps work organised, visible, and progressing.

Success in this role means:

Shared inboxes are managed and actioned within agreed timeframes
Requests are tracked, allocated, and escalated appropriately
Work orders, invoices, and contractor documentation are processed accurately
Contractors are followed up proactively to keep work moving
Registers and tracking tools are kept accurate and up to date
Travel and administrative tasks are completed correctly and on time
Planners are not required to chase routine administrative actions
Issues and blockers are escalated early with enough detail for resolution

What can we do for you?

Sodexo is an employer that promotes and encourages growth and personal develop while working in a supportive, inclusive, and high preforming team
Opportunity to grow and develop within a global organisation
Be part of one of the world’s largest facilities management contracts
A genuine ‘family first’ approach to work

This is an opportunity to join a high-performing team within a global business delivering operations, maintenance, and refurbishment services across critical infrastructure. If you’re organised, proactive, and looking to build your career in planning and operational support, we encourage you to apply.

Quick Apply

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