Workforce Scheduling Administrator (Remote)

Location: Remote (Pakistan)

Department: Central Operations

Reporting to: Head of Human Resources (UK)

Hours: Full-time (40 hours per week) working shifts Sunday to Saturday

About The Role

We are looking for a highly organised and detail-driven Workforce Scheduling Administrator to support our UK operation remotely from Pakistan.

This role sits at the centre of day-to-day execution, ensuring shifts are planned, published, accepted, and followed correctly—while maintaining accurate timesheets and compliance.

You will work closely with HR, Operations, and self-Billing to ensure workforce availability matches demand, that attendance is monitored in real time, and that timesheets are closed correctly for payment processing.

This is a fast-paced role requiring strong ownership, confidence on calls, and comfort with operational systems and data.

Key Responsibilities

Scheduling & rota management

• Support shift and rota planning to ensure the operation is fully covered.
• Ensure all shifts are published on time and communicated clearly to the workforce.
• Monitor shift acceptance and take action to fill gaps (follow-ups, re-offers, escalation).
• Maintain accurate workforce records within the scheduling platform (assignments, roles, locations).
  
  

Live attendance monitoring

• Monitor "I'm on my way" status prior to shifts starting and flag risks early.
• Monitor adherence to clock-in / clock-out procedures and escalate exceptions.
• Monitor time-clock locations, including geo-data (lat/long) where applicable, and highlight anomalies.
• Proactively report and call workforce members where absence risk is identified.
• Track and monitor lateness, no-shows, and patterns of non-compliance.
  
  

Timesheets, approvals & payroll handover

• Monitor, manage and approve timesheets in line with policies and cut-off times.
• Approve work units daily (where applicable—routes/tasks/units completed).
• Close timesheets on schedule and pass them to the payment processing/payroll team with clear notes on exceptions.
• Ensure clean audit trails for manual edits, corrections, and approvals.
  
  

Availability, leave & workforce administration

• Monitor and approve availability, leave, and time off requests in line with operational requirements and HR policy.
• Support onboarding/offboarding to the scheduling platform (account creation, permissions, removals, access checks).
• Maintain compliance with working hours rules and consecutive days worked, flagging and preventing breaches.
  
  

Capacity planning & escalation

• Monitor workforce size vs demand (coverage, forecast vs actual) and alert the recruitment team when workforce levels are trending below requirement.
• Produce daily/weekly summaries for HR and Operations: coverage, acceptance rates, attendance, lateness, compliance, and risks
  
  

Requirements

Requirements

• Experience in workforce scheduling, rostering, time & attendance, operations admin, or a similar coordination role.
• Strong organisational skills and attention to detail; confident managing multiple deadlines and cut-offs.
• Confident communicator in English (written and spoken), including phone calls with workforce members.
• Comfortable using scheduling/time-tracking platforms and working with data.
• Strong competency with Excel / Google Sheets (filters, pivot tables helpful; accurate tracker management essential).
• Calm under pressure, proactive, and able to make quick decisions/escalations to protect operational coverage.
• Reliable internet connection and a professional remote working setup.
  
  

Nice to have

• Experience working with UK-based operations and shift-based workforces.
• Familiarity with scheduling/time & attendance tools (e.g., Deputy, Rotageek, When I Work, Skedulo, Humanity, or similar).
• Understanding of working time compliance and attendance policies (training can be provided).
  
  

What Success Looks Like

• Rotas are published on time with high acceptance and minimal coverage gaps.
• Attendance issues (no-shows, lateness) are caught early and actioned quickly.
• Timesheets are accurate, approved on time, and handed over cleanly to payroll.
• Workforce capacity matches demand and recruitment is alerted before problems become critical.
• Compliance breaches are prevented through active monitoring and controls
  
  

Benefits

• Full training & induction provided
• Paid training
• 40 hours/week
• Payments made to your bank account in Pakistan
• Flexible hours (rota managed via an online app so you can track your schedule)
• Career opportunities and potential to progress within the business
• Join a fast-growing company with a young and dynamic team