[Hiring] Admin Assistant/Scheduling Coordinator @Emapta

Role Description

Strong organizational skills deserve opportunities with lasting career value. Contribute to reliable installations and customer service as an Admin Assistant/Scheduling Coordinator, supporting an established cabinetry manufacturer through accurate records, coordinated schedules, and clear communication. Grow your expertise through international collaboration and Emapta Academy in a long-term global career for top 1% talent, with day shifts, weekends off, and remote flexibility.

Qualifications

• High school diploma (Required)
• 3-5 years of administrative experience
• Familiarity with SPS, 2020, JSI, and Smartsheet
• Proficiency in Microsoft Excel, Outlook, Word, and Power BI
• Background in construction, cabinetry, manufacturing, or homebuilding (Preferred)
• Prior leadership or team lead experience
• Experience with scheduling systems, ERP systems, or builder portals
• Strong scheduling, organizational, and multitasking skills
• Excellent verbal and written communication skills
• Ability to prioritize tasks and meet deadlines with minimal supervision
• Strong attention to detail and data accuracy
• Professional, customer-service-oriented demeanor
• Dependable and proactive approach with consistent follow-through
• Team-oriented mindset with the ability to work independently and coordinate across departments
• Ability to handle conflict professionally
• Commitment to process improvement
• Effective builder and subcontractor coordination skills
• Strong problem-solving skills, including the ability to identify and resolve scheduling and system discrepancies
• Proficiency in operational software systems

Requirements

• Fast-paced environment requiring adaptability and strong time management skills
• Capacity to sit, stand, and work at a computer for extended periods
• Proficiency in communicating effectively in person, by phone, and electronically

Responsibilities

• Review service tickets, verify material availability in 2020, and document the applicable SFS number in the corresponding JSI ticket.
• Export scheduling information from SPS into Excel, organize daily and weekly service schedules, and distribute completed files to the Administrative Office for printing and operational use.
• Distribute schedules to subcontractors and communicate changes as necessary.
• Reschedule service appointments when required materials are not ready, ensuring dates and job information are updated accurately in both 2020 and SPS.
• Review Smartsheet notifications for schedule changes and update the corresponding dates in 2020 and SPS.
• Enter and submit service order information through Smartsheet.
• Create and maintain JSI service tickets for required service activities and revisits.
• Send builder confirmations for scheduled installations, services, P&As, and measurements.
• Monitor builder responses to identify confirmed appointments, requested pull-ins, push-outs, and other schedule changes.
• Coordinate with the Administrative Office when additional builder follow-up or telephone communication is required.
• Maintain accurate records of confirmations and schedule changes to support on-time execution.
• Create shipment IDs in 2020 for internal transfers, customer deliveries, and 53-foot trailer shipments.
• Maintain and update shipment information in the 2020 Shipments tab.
• Review SF orders and cancel or remove items as required by operational or customer needs.
• Upload completed delivery reports into SPS and maintain supporting documentation.
• Review incomplete jobs in SPS and update their status from "Incomplete B" to "Complete" when a service ticket has been created for the required revisit.
• Review and resolve system discrepancies to maintain accurate, consistent, and current job information across SPS, 2020, JSI, and Smartsheet.
• Review the SF Dashboard in Power BI to identify jobs, schedules, or operational information requiring attention.
• Investigate dashboard discrepancies and update SPS and 2020 accordingly.
• Review the On-Time Delivery (OTD) report and maintain the information necessary for accurate Power BI reporting.
• Monitor operational data for incomplete information, overdue activities, scheduling discrepancies, and other items requiring follow-up.

Key Interfaces

• Coordinate regularly with builders and customer representatives.
• Communicate with the SF Administrative Office.
• Collaborate with installation and service teams.
• Liaise with subcontractors.
• Coordinate with shipping and delivery teams.
• Provide relevant updates to SF Operations leadership.