Planner Scheduler

Total Facilities Recruitment Limited; Birmingham; On-site; GBP 24,000 - 32,000; Full time

Job summary

Total Facilities Recruitment Limited is seeking an experienced administrator for a busy facilities environment in Birmingham. You will handle reactive jobs, manage documentation, and support end-to-end work order processes.

The role requires accurate data recording, strong customer service, and an excellent telephone manner to keep clients informed and ensure service levels are met. Mon - Fri 9am - 5pm; on-site work and local travel may be required.

Qualifications

• Experienced administrator in a facilities environment.
• Ability to hit the ground running.
• Experience in delivering high-class customer service.

Responsibilities

• Manage all reactive jobs via the customer support process.
• Prepare reports and documentation.
• Coordinate end-to-end work orders with engineering and supply chain.
• Record information to resolve service requests and incidents.
• Monitor, action and escalate work orders to meet SLAs.
• Procurement of services from external partners and POs.
• Raising invoices and valuations, logging quotes.
• Collation of timesheets and auditing regional data.
• Coordinate site audits and monthly reviews.

Skills

Customer service

Telephone manner

Administrative

Job description

My client is a leading Facilities company looking for an experienced administrator. You will have knowledge of working within a Facilities environment and be able to hit the ground running.

Mon - Fri 9am - 5pm

• Responsible for all reactive jobs received through the customer support process


• Preparation of reports and documentation


• Responsible for the execution of the end-to-end work order management, including the co-ordination of all planned and reactive services within remit, detailed planning of work with Integral engineering and our supply chain


• To accurately record all information necessary to resolve reported service requests, incidents and complaints, including accurate classification to enable trend analysis.


• To monitor, action and escalate work orders and incidents as appropriate to achieve agreed service levels and to keep customers informed of status and progress of resolution.


• Procurement of services from external supply partners, including purchase order creation and service delivery management.


• Raising PO and invoices


• Production of valuations and presentation of results


• Quote logging and processing


• Collating timesheets from engineers, chasing and checking quality of data


• Contract set-up (PPM / System support)


• Application billing preparation


• that they are processed for payment correctly according to the contract terms, specification and schedule of rates


• Responsible for all quotations and estimates - ensuring that they are processed for payment correctly according to the contract terms, specification and schedule of rate


• Chasing and escalation within the regions all SLA & KPI breaches


• Co-ordination of Site Audits


• Co-ordinate monthly meetings and reviews generally


• PPM & Reactive Works Reporting


• Liaising with regional team over client requirements for scheduling ad-hoc works


• Collation of stats for invoicing (reactive and ppm's)


• Validation of all reactive charges submitted by the regional teams


• Valuation of all quotations/estimates submitted by the regional teams


• Assisting colleagues with the team where necessary


• Co-ordinate Audits on behalf of Regional Managers


• Co-ordinate monthly meetings and reviews generally


• Experience in delivering high-class customer service


• An excellent telephone manner is essential