Planning Team Leader

JLL; Birmingham; On-site; GBP 42,000 - 56,000; Full time

Job summary

Hall & Kay is seeking a Planning Team Leader in Birmingham to oversee Planned Preventative Maintenance (PPM) work orders and coordinate service delivery. You will lead a planning team, collaborate with engineering, and improve report quality, asset data accuracy, and job completion efficiency.

Responsibilities include guiding a team, optimizing workload, managing RAMS, and maintaining strong client relationships while ensuring adherence to SLAs and health & safety requirements.

Qualifications

• Proven experience in planning, coordination, or supervisory roles in fire and security or construction.
• Ability to lead and develop teams with coaching skills.
• Experience delivering service against SLAs with multiple stakeholders.
• Experience raising subcontractor purchase orders and managing supplier relationships.
• Strong IT skills with planning software and customer portals.
• Ability to interpret RAMS and engineering reports.
• Familiarity with PPM schedules and reactive maintenance workflows.
• Excellent communication, written skills, and stakeholder management.
• Strong organizational and time-management abilities.

Responsibilities

• Lead and develop the planning team, providing guidance and mentorship.
• Allocate workload, monitor productivity, and foster collaboration.
• Oversee planning of PPM and remedial works with direct labour and subcontractors.
• Review scheduling decisions and manage resource allocation.
• Oversee ordering of parts, access equipment, plant and tools.
• Ensure RAMS, permits, and health & safety compliance.
• Maintain relationships with customers, engineers, and internal teams.
• Lead monthly performance reviews and client meetings.
• Monitor service delivery against SLAs and update portals in real-time.
• Raise supplier and subcontractor purchase orders and manage budgets.
• Produce monthly performance reports and drive process improvements.

Skills

Team leadership

Planning & scheduling

Fire & security industry knowledge

SLA management

Subcontractor management

IT systems & planning software

RAMS interpretation

KPI reporting

Stakeholder communication

Time management

Documentation accuracy

Problem-solving

Tools

Planning software

Database systems

Job description

The Hall & Kay way… it’s a people thing.

At Hall & Kay, we deliver complex fire protection and security solutions to protect what matters most to our clients. As technical experts our focus is on the lifetime value of a project. Meaning we can design, supply, install, test and maintain all types of sprinkler, gas suppression, fire detection, and integrated security systems. With 140+ year trading experience and a strong project delivery culture, we are proud to have built lasting relationships with some of the UK’s most respected companies in all areas of industry and construction.

Summary of Role

We are seeking a Planning Team Leader to oversee our Planned Preventative Maintenance (PPM) work orders, coordinate service delivery. You will lead a planning team while working closely with engineering teams to enhance report quality, asset data accuracy, and job completion efficiency.

What you will be doing

• Lead and develop a team of planners, providing guidance, support, and mentorship to ensure consistent performance and professional growth.
• Allocate workload effectively, monitor team productivity, and foster a collaborative environment that delivers exceptional service to clients and engineering teams.
• Oversee the planning of PPM and remedial works with direct labour and subcontractors, ensuring alignment with customer SLAs and contractual obligations.
• Review and approve scheduling decisions, manage resource allocation, and implement strategies to optimise completion times and service quality.
• Supervise the ordering of parts, access equipment, plant, and tools to support engineering operations.
• Ensure timely booking-in and issuance of Risk Assessments and Method Statements (RAMS) and permits where required, maintaining compliance with health and safety requirements.
• Maintain strong relationships with customers, service engineers, and internal teams through proactive communication and efficient query resolution.
• Lead monthly performance reviews, attend client calls and meetings, and represent the planning function professionally in all stakeholder interactions.
• Monitor service delivery against strict SLAs, updating customer portals and planning systems in real-time. Identify at-risk jobs, elevate concerns appropriately, and ensure corrective actions maintain service commitments.
• Oversee the raising and processing of supplier and subcontractor purchase orders, maintaining budget awareness and cost control.
• Produce monthly performance reports analysing team productivity, SLA compliance, and service quality metrics. Identify trends, implement process improvements, and drive continuous enhancement of planning operations and customer satisfaction.

What we will need from you

• Proven experience in a planning, coordination, or supervisory role within the fire and security, sprinkler, construction, engineering, or facilities management industry
• Demonstrated ability to lead or supervise teams, with strong coaching and development skills
• Experience managing service delivery against contractual SLAs with multiple stakeholders
• Track record of processing and raising subcontractor purchase orders and managing supplier relationships
• Strong IT proficiency with experience using database systems, customer portals, and planning software
• Ability to interpret technical documentation, RAMS, and engineering reports
• Understanding of PPM schedules and reactive maintenance workflows
• Familiarity with asset management principles and data integrity requirements
• Exceptional communication skills with the ability to liaise confidently with customers, engineers, subcontractors, and senior stakeholders
• Strong written skills for reports, correspondence, and documentation
• Ability to manage difficult conversations and resolve conflicts effectively
• Professional telephone manner and customer service orientation
• Excellent time management with the ability to prioritise multiple demands and competing deadlines
• Strong organisational skills to manage workflows, paperwork, and team activities
• Problem-solving mindset with the ability to implement practical solutions quickly
• Attention to detail ensuring accuracy in scheduling, ordering, and documentation
• Previous experience producing KPI reports and performance analytics

Location:

On-site –Birmingham, GBR

At Hall & Kay, we harness the power of artificial intelligence (AI) to efficiently accelerate meaningful connections between candidates and opportunities. Using AI capabilities, we analyze your application for relevant skills, experiences, and qualifications to generate valuable insights about how your unique profile aligns with the specific requirements of the role you’repursuing.

Please note: You may be required to undertake a DBS check as part of your job role at Hall & Kay.

Additional Company information

What sets us apart? Our culture. What we call ‘the Hall & Kay way’.…it’s a people thing. Put simply, we know we can achieve more when we work as a team – with clients, with the communities we serve and in our own business. Our people create safety every single day, using their skills and experience to adapt to changing situations and rise to the challenges presented to them. It’s our people that make us trusted to deliver.

Find out more about us and what our people say about us.