The Scheduling Administrator is responsible for all elements of administrative support and effective allocation of work to field-based technicians using the company’s works allocation system. The role ensures that planned and reactive tasks are scheduled efficiently, resources are optimised, and service level agreements (SLAs) are met. This position acts as the key coordination point between the service desk, technicians, and management, supporting smooth day-to-day operations.
Scheduling & Work Allocation
* Allocate planned, reactive, and compliance-related tasks to field engineers via the works allocation system.
* Prioritise work in line with SLAs, client requirements, and operational priorities.
* Monitor engineer availability, skills, and location to optimise job assignments and minimise travel time.
* Re‑assign or escalates tasks as required in response to emergencies or changing priorities.
Operational Support
* Maintain accurate records of job allocation, progress, and completion within the CAFM/works management system.
* Provide engineers with job details, documentation, and updates to ensure successful task delivery.
* Track work orders through to completion, ensuring updates are captured and closed in the system.
* Support reporting on job status, completion rates, and SLA compliance.
* Invoicing tasks, work permits, and other administrative support as required.
Communication & Coordination
* Act as a key point of contact between technicians, the service desk, and contract managers.
* Liaise with clients, suppliers, and subcontractors as required to arrange access, permits, or additional support.
* Provide regular updates to stakeholders on scheduling issues, delays, or escalations.
* Ensure clear, professional communication with technicians to support productivity and service quality.
* Parts reconciliation and invoice uploads to internal systems.
Continuous Improvement
* Contribute to process improvements in scheduling and job allocation to increase efficiency.
* Identify potential resource gaps or recurring scheduling issues and escalates to management.
* Assist with system updates, data cleansing, and reporting to improve accuracy and visibility.
Essential Qualifications
* Experience in a scheduling, coordination, or administration role (ideally within FM, engineering, or service delivery).
* Strong IT skills, with experience using CAFM/work allocation systems.
* Excellent organisational and time management skills, with the ability to prioritise tasks under pressure.
* Strong communication skills, both written and verbal, with the ability to liaise effectively with engineers and stakeholders.
* Attention to detail with accurate data entry and record‑keeping skills.
Desirable Qualifications
* Experience in facilities management, engineering, or technical services sector.
* Knowledge of SLAs, KPIs, and compliance requirements in FM.
* Familiarity with mobile workforce management tools or scheduling software.
Working arrangements
Hybrid basis: work between home address and Head Office Leicester (LE1 6LP) during hours 08:30‑17:00.
Benefits
* 25 days annual leave plus bank holidays + 1 additional day.
* Salary exchange pension scheme.
* Life cover.
* Paid sick leave.
* Health Assured employee assistance and wellness program.
* Enhanced maternity, paternity and adoption leave.
* Salary sacrifice schemes: Cycle to work.
* Holiday purchase scheme of additional 5 days per year.
* Offers and discount scheme for everyday shopping and essentials.
* Healthcare Cashplan.
* MotorSave Scheme.
* Refer a friend programme.
* Liftshare.
* Virtual GP.
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