Planning & Scheduling Administrator

ISS Facilities Services; City Of London; On-site; GBP 30,000 - 40,000; Full time

Job summary

A leading facilities management company in London seeks a Planning & Scheduling Administrator. This on-site role involves managing engineering jobs, supporting the site team, and coordinating with suppliers. Ideal candidates will have strong administrative skills, excellent communication, and proficiency in Microsoft tools. A proactive attitude and commitment to customer service are essential.

Qualifications

• Strong experience in scheduling and administrative tasks.
• Confident in using Microsoft Office tools.
• Excellent communication and multitasking skills.

Responsibilities

• Provide administrative support to the site team.
• Manage and assign engineering jobs for the site.
• Act as the main contact for suppliers and subcontractors.

Skills

Strong scheduling and administrative background

Excellent oral and written communication skills

Strong organisational and multitasking ability

Tech-savvy, with ability to work across multiple systems

Customer service orientation

Tools

Microsoft Word

Microsoft Excel

Microsoft PowerPoint

Microsoft Project

Microsoft Visio

Job description

Overview

Planning & Scheduling Administrator

Contract: Banking

Location: London, EC2M 4AA

Hours of work: 40

Contract Type: Permanent

We are seeking a Planning & Scheduling Administrator to join the team in London. This role will be based on-site at a prestigious central London banking building, which is exceptionally well-maintained. You will play a pivotal part in managing engineering jobs for the site, acting as the central point of contact for engineers, suppliers, and subcontractors. Working closely with the Senior Technical Manager, supervisors, and engineers, you will be supporting the team. The role requires confidence in client-facing interactions, strong organisational skills, and the ability to implement effective processes for managing information, reporting, and supplier coordination.

This is a client-facing role that requires confidence, excellent communication skills, and the ability to prioritise tasks in a fast-paced environment.

Responsibilities

• Provide general administrative support to the site team and management.
• Manage and assign all engineering jobs received for the site.
• Act as the central point of contact for suppliers and subcontractors.
• Raise and issue purchase orders and track costs.
• Coordinate subcontracted works and ensure jobs are allocated to the most suitable supplier.
• Communicate with suppliers via telephone, email, and CAFM tools.
• Implement effective processes for managing timesheets, annual leave, sick leave, quotes, purchase orders, and consumable spend.
• Monitor and jeopardy-manage the supply chain, escalating issues as jobs approach due dates.

Qualifications

• Strong scheduling and administrative background.
• Confident with Microsoft Word, Excel, and PowerPoint (Microsoft Project and Visio desirable).
• Excellent oral and written communication skills.
• Strong organisational and multitasking ability.
• Tech-savvy, with the ability to work across multiple systems simultaneously.
• Self-motivated with a proactive, can-do attitude.
• Excellent customer service orientation with experience in complaint handling.
• Team player with enthusiasm and adaptability.
• Results-oriented, with strong attention to detail and the ability to prioritise effectively.

Company

ISS is a world-leading workplace and facility management company, connecting people and places to make the world work better. Through a unique combination of intelligent solutions, high standards and people who care, ISS helps customers achieve their purpose. ISS is committed to doing business the right way, taking its corporate responsibility very seriously. Our passion is people.

We offer you a challenging and exciting career in an organisation with people at its heart. In ISS, everyone has the opportunity to develop, grow and make a difference. #ISSGreatPeople #ISSTalent #PeopleMakePlace

ISS is proud to be a diverse and inclusive employer. ISS welcomes all applicants regardless of age, disability, gender identity or gender reassignment, marital or civil partnership status, pregnancy or maternity, race, religion or belief, sex, sexual orientation or educational background. We are a Disability Confident Committed (Level 2) employer, proudly supporting and promoting inclusive hiring practices in line with the UK government’s Disability Confident scheme. Our passion for inclusivity and diversity makes ISS a more creative, productive and happy place to work.

If you have any further queries regarding this role, please contact the Resourcing Team by emailing [e-mail]