Planning and Scheduling Administrator

Planning and Scheduling Administrator
Contract: Financial Services
Location: London, EC2M 4AA
Hours of work: 40
Contract Type: Permanent

Our client, a leading provider of facilities services in the UK, is seeking a highly organised Planning and Scheduling Administrator to support service coordination, request management and operational workflow activities.

The successful candidate will take ownership of incoming requests, ensuring they are triaged quickly and accurately to the appropriate supplier, engineer or internal team while maintaining safe and compliant processes.

Job Overview

This role is responsible for coordinating service requests, managing operational workflows and ensuring the timely progression of jobs from initial receipt through to completion. The position requires excellent organisational skills, attention to detail and the ability to manage multiple priorities in a fast-paced environment.

The successful candidate will work closely with customers, suppliers, engineers and internal teams to maintain service delivery standards, support compliance requirements and ensure accurate documentation is maintained across CAFM and internal systems.

Key Responsibilities

• Take ownership of incoming requests, triaging them quickly and accurately to the appropriate supplier, engineer or internal team.
• Manage jobs from first contact through to closure, including progress chasing, customer updates and escalation where required.
• Monitor active workflows, manage jeopardy cases and escalate risks that may impact SLA performance.
• Coordinate contractor attendance, joint visits, site access requirements and supporting documentation.
• Liaise with engineers, suppliers and subcontractors to ensure clear communication and expectations are maintained.
• Raise and manage Purchase Orders, resolving supplier-related PO and invoice queries while ensuring compliance.
• Coordinate security and access requirements, including key requests, lock changes, ATM access and secure site entry processes.
• Maintain accurate real-time updates, documentation and compliance records within CAFM and internal systems, supporting reporting and continuous improvement.

Person Specification

• Ability to remain calm and solutions-focused when managing multiple urgent requests simultaneously.
• Strong ownership mindset with the ability to progress tasks, chase updates and ensure completion.
• Confidence to ask clarifying questions, challenge incomplete information and ensure accurate job logging.
• Experience working in environments where accuracy, compliance and audit trails are critical.
• Comfortable adapting to new processes, systems and ways of working.
• Strong written communication skills with the ability to summarise information clearly and professionally.
• Proactive and curious approach, with the ability to identify trends, inconsistencies and recurring issues.
• Excellent time-management skills with the ability to manage competing priorities and deadlines.
• Ability to work independently and collaboratively within a wider operational team.
• Proficient in Microsoft Office applications and computer literate.