About this role
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 requestsSupporting planners with raising, updating, and closing work ordersMaintaining accurate records across systems (e.g. Dynamics 365) and tracking registersRaising purchase requisitions and supporting invoice processing, receipting, and change ordersFollowing up contractors for outstanding reports, invoices, and work updatesMonitoring work progress and addressing delays, failed services, or missing informationMaintaining contractor registers and tracking spreadsheetsArranging travel requests, accommodation, and compliance requirements where neededSupporting meeting coordination and general team administrationEscalating unclear, overdue, or blocked items to the Senior Planner or Planning ManagerSystems and Tools:
The role may require use of:
Dynamics 365 CE and FOMicrosoft Office SuiteRAPIDRTIO Pegasus / AvettaContractor portals and registersOutlook shared mailboxesRTIO Remote DesktopTo be considered you must have:
Experience in an administration, coordination, or operational support roleStrong attention to detail and accuracy in data entryAbility to manage inboxes, registers, and competing prioritiesConfidence using business systems, spreadsheets, and shared mailboxesClear written and verbal communication skillsAbility to follow structured processes with minimal supervisionSound judgement to determine when to action, query, or escalate tasksA team-focused approach with a proactive mindsetReliability in completing routine tasks consistently and on timeExperience 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 timeframesRequests are tracked, allocated, and escalated appropriatelyWork orders, invoices, and contractor documentation are processed accuratelyContractors are followed up proactively to keep work movingRegisters and tracking tools are kept accurate and up to dateTravel and administrative tasks are completed correctly and on timePlanners are not required to chase routine administrative actionsIssues and blockers are escalated early with enough detail for resolutionWhat 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 teamOpportunity to grow and develop within a global organisationBe part of one of the world’s largest facilities management contractsA genuine ‘family first’ approach to workThis 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.