Planner Scheduler

Total Facilities Recruitment Limited; Metropolitan Borough of Solihull; On-site; GBP 23,000 - 29,000; Full time

Job summary

Total Facilities Recruitment Limited is working with a leading facilities client to recruit an experienced administrator. You will manage reactive jobs, coordinate end-to-end work orders and liaise with engineers and suppliers to keep service levels.

A strong focus on accuracy, reporting and customer service is essential, with an excellent telephone manner expected. The role also covers procurement, invoicing, audits and coordination of monthly meetings, emphasizing timely data capture and

Qualifications

• Knowledge of working within a Facilities environment.
• Experience delivering high-class customer service and maintaining accuracy.

Responsibilities

• Responsible for all reactive jobs received through the customer support process.
• Preparation of reports and documentation.
• Execution of end-to-end work order management, coordinating planned and reactive services.
• Record all information to resolve reported service requests, incidents and complaints with accurate classification for trend analysis.
• Monitor, action and elevate work orders and incidents to meet SLAs and keep customers informed.
• Procurement of services from external supply partners, including PO creation and service delivery management.
• Raising POs and invoices; production of valuations and presentation of results.
• Quote logging and processing; collating timesheets from engineers and verifying data quality.
• Contract set-up (PPM / System support); application billing preparation.
• Ensure charges are processed for payment according to contract terms and rates.
• Chase and escalate SLA/KPI breaches; coordinate site audits and monthly meetings.
• Coordinate monthly reviews and reporting on PPM and reactive works; liaise with regional teams on ad-hoc scheduling.
• Collate statistics for invoicing and validate reactive charges.
• Assist colleagues as needed and support regional managers with audits.

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.

• 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 elevate 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