Planner Administrator - FTC

Please note this is a 1 year FTC

• Annual pay reviews and incremental pay increases
• Hybrid Working 23 days holiday allowance, plus bank holidays
• Free gym membership
• Enhanced Maternity and Paternity leave and Pension Scheme
• Exclusive Discounts - save with Lampton Rewards and EE mobile offers
• Staff wellbeing perks - online GP access, EAP, health testing, flu Jabs, and eye care vouchers
• Sustainability Perks - cycle to work and electric car salary sacrifice scheme
• Career Growth - CPD training, structured development, and leadership opportunities

To deliver an effective planning and administrative function supporting maintenance, planned works, repairs and property-related services. The postholder will coordinate workforce scheduling, manage operational systems, and act as a key liaison between residents, clients, contractors, suppliers and internal teams to ensure that all works are delivered on time, efficiently and to a high standard of customer satisfaction. The role is pivotal in ensuring seamless service delivery through proactive scheduling, effective communication, strong organisational skills and continuous improvement of processes.

• Utilise IT systems to create and manage job orders, schedule appointments, and maintain workforce diaries.
• Implement dynamic work scheduling, planning activities in advance and adjusting in real time to maintain productivity and meet performance targets.
• Ensure operatives have a full and balanced workload, reallocating work where required and integrating emergency and urgent repairs.
• Monitor team and trade capacity to ensure emergency, urgent and routine works are delivered within target timescales.
• Arrange follow-on works for multi-trade jobs, ensuring clear communication with residents regarding duration and appointments.
• Follow up out-of-hours emergencies to ensure completion information is recorded and further works arranged where required.
• Support pre-inspection and post-inspection diary management for maintenance officers and supervisors.
• Act as first point of contact for residents, leaseholders, clients, suppliers and contractors.
• Provide clear, accurate and timely information regarding job status and appointments.
• Proactively contact residents to reschedule appointments where required and minimise appointment failures.
• Maintain active communication with field operatives to resolve disruptions and prevent unproductive time.
• Assist in responding to complaints, councillor enquiries and service-related queries.
• Deliver a consistently high standard of customer care aligned to organisational values.
• Maintain and update electronic and manual systems including job orders, status changes, variations and appointment amendments.
• Prepare project files and documentation prior to commencement of works.
• Support onboarding of third-party contractors and suppliers in line with procurement procedures.
• Provide administrative support to meetings, projects and operational activities.
• Ensure compliance with Health & Safety regulations and company policies.
• Support organisational change initiatives within the planning and administration function.
• Identify risks to service delivery early and escalates where appropriate.
• Monitor scheduling performance and contribute to achieving 100% on-the-day completion targets.
• Suggest improvements and innovations to enhance operational efficiency.
• Work collaboratively across departments to ensure cohesive processes and service excellence.
• Undertake any duties consistent with the objectives of the role.

• Proven experience in work planning, scheduling or project administration within a maintenance or property environment.
• Experience using scheduling tools and IT systems to manage…