Planning and Scheduling Administrator

Job Summary

We are seeking a highly organised and meticulous Planning and Scheduling Administrator to join our growing company. The ideal candidate will have strong administrative and clerical skills, excellent phone etiquette, and the ability to effectively manage office tasks. As a Planner/Scheduler, you will assist with the daily management of reactive and quoted works ensuring engineers are allocated appropriately, contractual timescales are met, ensuring information is captured accurately on our CRM systems and providing our customers with excellent customer service

This is a permanent, full-time position. The role operates on alternating weekly hours (one week 8:00–16:00, the next 9:00–17:00), though we are open to discussing other working patterns to suit the right candidate.

Responsibilities

• Allocating engineers to callouts, PPMs and reactive works on to schedule
• Ensuring all works are completed in line with Customer's contractual priorities and timescales
• Ensuring contractual SLA's and KPI's are met
• Ensuring the accurate capture of all work order and asset information for analysis
• Providing excellent Customer service, Client Care and familiarising yourself with each contract
• Ensuring all labour resourcing is accurate and up to date, including but not limited to engineer availability, holidays, training and competency records
• Ensure all compliance records re maintained current
• Sending customers relevant Health and Safety (RAMs) information relating to works.
• Checking the status of unallocated jobs daily with Operations Manager
• Liaising with Operations Manager regarding parts
• Ensuring all flags are updated as to the progress of the jobs
• Producing and maintaining asset lists against job cards.
• Producing outstanding quotation reports for clients.
• Ensure all customer portals have correct documentation uploaded
• Ensuring that all information relating to works is accurately added to the CRM system
• First point of contact for new enquiries
• Liaising with engineers, clients and suppliers
• Processing Purchase Orders for Service/Installations/Repairs/Breakdowns

Education/ Experience

• Knowledge of CRM systems
• Excellent Excel, Database and IT skills (MS Office)
• High standard of numeracy and literacy
• Ideally has worked in a facilities management or services environment
• Flexible, methodical and accurate approach to tasks

Aptitudes/Character

• Must be able to communicate with others at all levels
• Methodical with a high level of attention to detail accuracy standards
• Excellent communication skills
• Drive and ambition
• Must be able to work on their own initiative
• Attention to detail
• Positive attitude to enquires and the ability to multi task
• Pays attention to detail when dealing with tasks
• Takes ownership and delivers to deadlines
• Takes action to achieve goals beyond what is required
• Takes prompt action to begin and accomplish objectives;
• Efficiently follows assignments through to successful completion with precise attention to detail.
• Flexible and proactive approach to task requirements

We take pride in looking after our employees and creating a positive environment where people enjoy coming to work.

Job Types: Full-time, Permanent

Pay: £26,000.00-£29,000.00 per year

Benefits:

• Company events
• Company pension
• Employee mentoring programme
• Free parking
• On-site parking

Ability to commute/relocate:

• Maldon CM9 6SN: reliably commute or plan to relocate before starting work (required)

Education:

• GCSE or equivalent (preferred)

Language:

• English (required)

Licence/Certification:

• Full UK driving licence with access to own vehicle (required)

Work authorisation:

• United Kingdom (required)

Location:

• Maldon CM9 6SN (preferred)

Work Location: In person

Application deadline: 05/12/2025

Reference ID: Scheduling and Planning Administrator