About Us:
We are returning to our roots. Since 2023 AE Smith is a privately owned business once more, and its an understatment to say we have gone through a bit of a transition period. We are still the same organisation that has operated for over 120 years as an Australian industry leader in HVAC, building services and electrical markets, but we have a renewed approach to the way we work and operate. As asset specialists, we understand our #1 asset is our people. We’re proud of our team’s depth and breadth of experience and with over 600 of us united in our work and our brands, it’s unsurprising our average employee tenure is market leading, but we are always keen on adding new faces to our team.
About the role
We are seeking an experienced and highly capable Workforce Scheduler to lead the coordination and optimisation of field service activities across preventive maintenance, reactive breakdowns, and quoted works. This role is critical to ensuring workforce capacity is planned effectively, operational
priorities are balanced in real time, and service delivery commitments are achieved across KPI and SLA frameworks. Based in our Cairns office, you will work closely with Technicians, Service Managers, Delivery Managers, and support teams to drive efficient scheduling outcomes, respond decisively to changing operational demands, and maintain high levels of system accuracy. You will also bring a sound understanding of the relationship between scheduling, work in progress, and billing readiness.
Key Responsibilities
- Develop and manage daily, weekly, and forward scheduling plans to optimise technician utilisation, travel efficiency, and service delivery outcomes
- Triage and prioritise reactive breakdown work in line with contractual obligations, operational risk, and customer expectations
- Oversee preventive maintenance scheduling to support compliance, resource availability, and on-time completion targets
- Coordinate quoted works, including labour allocation, materials readiness, subcontractor engagement, and execution timeframes
- Monitor schedule performance and make real-time adjustments to manage disruptions, urgent changes, and competing priorities
- Maintain accurate job workflow, and resource data across scheduling systems to support reporting, operational control, and downstream billing processes
- Review timesheet, job completion, and work status accuracy to support payroll inputs and timely invoicing
- Liaise confidently with technicians, internal stakeholders, subcontractors, and customers regarding schedule changes, job progress, and service impacts
About You
- Significant experience (ideally 5-10+ years) in workforce scheduling, field service coordination, or dispatch within a trades, maintenance, or service-based environment demonstrated success managing high-volume reactive and preventive workloads while balancing operational priorities and customer commitments
- Strong systems capability, with experience using ERP and field service platforms; exposure to SAP S4/HANA and FSM will be highly regarded
- Solid understanding of scheduling impact on profitability, work in progress management, and
billing/invoicing outcomes
- Proven ability to think ahead, manage competing demands, and make sound scheduling decisions in a fast-paced environment
- Confident communicator who can engage effectively with field teams, managers, and customers at all levels
- High attention to detail, with a strong focus on data integrity, process discipline, and continuous improvement
Why Work For Us:
- Flexible working that works for you as we know flexibility means different things to different people. AE Smith can accommodate your needs.
- Career Growth: We have plenty of examples of people working their way up through the business – we prefer to promote from within, and are committed to facilitate career journeys for our staff.
- Training: We believe in continuous development. Access internal and external training programs to keep growing professionally whether this is on product and systems, leadership training, or mentoring programs.
- Expert Team: Collaborate with a renowned in-house accounting, operations, engineering and project teams, learning from the best in the industry.
- Collaboration across business units
- Zero Harm is embedded in team culture and is fundamental to the company’s future success. We believe that the physical and mental well-being of our employees is instrumental in our journey towards excellence. We therefore try to reinforce this philosophy through various employee support programs and offerings to assist you and your family’s healthy lifestyle.
