[Hiring] Administrative Assistant/Scheduling Coordinator @Emapta

Role Description

The Admin Assistant/Scheduling Coordinator strengthens the process of keeping homebuilding teams on schedule through:

• Accurate records
• Responsive communication
• Organized operational support

Establish a long-term global career with Emapta, collaborate with international teams, and develop expertise valued among top 1% talent—all while enjoying remote work, a day shift, and weekends dedicated to personal priorities.

Qualifications

• High school diploma (Required)
• 3-5 years of administrative experience
• Strong organizational, scheduling, and multitasking skills in a fast-paced environment
• Excellent verbal and written communication skills, including in-person, telephone, and electronic communication
• Working knowledge of SPS, 2020, JSI, and Smartsheet
• Proficiency in Microsoft Excel, Outlook, and Word, as well as Power BI and operational software systems
• Ability to prioritize tasks, manage deadlines, and work independently with minimal supervision
• Strong attention to detail and data accuracy
• Sound problem-solving skills, including the ability to identify and resolve scheduling and system discrepancies
• Professional, customer-service-oriented demeanor, with the ability to handle conflict appropriately
• Previous leadership or team lead experience (Preferred)
• Administrative experience in construction, cabinetry, manufacturing, or homebuilding (Preferred)
• Familiarity with scheduling systems, ERP systems, or builder portals (Preferred)

Requirements

• Dependable and proactive approach, with consistent follow-through
• Team-oriented mindset, with the ability to coordinate with builders, subcontractors, and multiple departments
• Commitment to process improvement
• Fast-paced setting requiring adaptability and strong time-management skills

Responsibilities

• Scheduling and Service Coordination:
  • 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 schedule changes as needed
  • Reschedule service appointments when required materials are unavailable, ensuring dates and job information are updated accurately in both 2020 and SPS
  • Review Smartsheet notifications for schedule changes and update 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
• Builder Communication and Confirmations:
  • Send builder confirmations for scheduled installations, services, P&As, and measurements
  • Monitor builder responses to identify confirmed appointments, requests to move appointments earlier or later, 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
• Shipment and Order Management:
  • 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 based on operational or customer requirements
  • Upload completed delivery reports into SPS and maintain supporting documentation
• Job Status and System Maintenance:
  • Review incomplete jobs in SPS and change their status from "Incomplete B" to "Complete" once a service ticket has been created for the required revisit
  • Maintain accurate and consistent job information across SPS, 2020, JSI, and Smartsheet
  • Identify and correct system discrepancies to ensure operational records reflect current job status
• Performance and Dashboard Management:
  • Review the SF Dashboard in Power BI to identify jobs, schedules, and operational information requiring attention
  • Investigate dashboard discrepancies and update SPS and 2020 accordingly
  • Review the On-Time Delivery (OTD) report and maintain the information needed for accurate Power BI reporting
  • Monitor operational data for missing information, overdue activities, scheduling discrepancies, and other items requiring follow-up

Benefits

• 5-day work week
• Weekends off
• Work-from-home arrangement
• 20 vacation days in total
• Prepaid medicine
• Fully customized Emapta laptop and peripherals
• Direct exposure to global clients
• Career growth opportunities
• Diverse, inclusive, and supportive work environment where every individual is respected, valued, and empowered to succeed
• Prime office locations in Bogotá and Medellín
• Unlimited upskilling through Emapta Academy courses