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ISS Facilities Services; Greater London; On-site; GBP 28,000 - 36,000; Full time

Job summary

ISS Facilities Services is seeking a Planning and Scheduling Administrator in London to support service coordination and operational workflow. The role manages requests end-to-end, triages to the right suppliers or internal teams, and maintains accurate records across CAFM systems.

The successful candidate will work to ensure compliant processes, effective communication with customers, suppliers and operations, and timely updates on progress and escalations.

Qualifications

• Experience handling multiple urgent requests with calm, proactive problem-solving.
• Ability to triage and triage requests to the right teams and suppliers.
• Strong written and verbal communication with clear documentation and reporting.

Responsibilities

• Take ownership of incoming requests and triage them quickly to the correct supplier, engineer or internal team.
• Manage end-to-end lifecycle of jobs from first contact to closure, with progress updates and escalations as needed.
• Monitor workflows, identify jeopardy risks and ensure adherence to SLA.
• Coordinate attendance, site access and documentation with contractors.
• Communicate effectively with engineers, suppliers and subcontractors to set clear expectations.
• Raise and manage Purchase Orders and resolve supplier PO/invoice queries under compliance.
• Coordinate security and access requirements including key requests and secure site entry processes.
• Maintain real-time updates and records in CAFM and internal systems for reporting and continuous improvement.

Skills

Organisational skills

Time management

Attention to detail

Customer service

Communication

Education

No specific degree required

Tools

CAFM systems

Microsoft Office

Job description

We are seeking a highly organised Planning and Scheduling Administrator to support service coordination, request management and operational workflow activities.

The successful candidate will take ownership of incoming requests, ensuring they are triaged quickly and accurately to the appropriate supplier, engineer or internal team while maintaining safe and compliant processes.

Job Description

We are looking for an individual who can manage multiple live tasks, provide excellent customer service and maintain accurate records across CAFM and internal systems.

This role requires a proactive and solutions-focused approach, strong attention to detail and the ability to coordinate effectively with customers, suppliers and operational teams.

Key Responsibilities

• Take ownership of incoming requests, triaging them quickly and accurately to the appropriate supplier, engineer or internal team.
• Manage jobs from first contact through to closure, including progress chasing, updates and escalation where required.
• Monitor active workflows, manage jeopardy cases and escalation risks to SLA performance.
• Coordinate contractor attendance, joint visits, site access requirements and supporting documentation.
• Liaise with engineers, suppliers and subcontractors to ensure clear communication and expectations.
• Raise and manage Purchase Orders, resolving supplier-related PO and invoice queries while ensuring compliance.
• Coordinate security and access requirements, including key requests, lock changes, ATM access and secure site entry processes.
• Maintain accurate real-time updates, documentation and compliance records within CAFM and internal systems, supporting reporting and continuous improvement.

Professional and Personal Competencies/Qualifications

• Ability to remain calm and solutions-focused when managing multiple urgent requests simultaneously.
• Strong ownership mindset with the ability to progress tasks, chase updates and ensure completion.
• Confidence to ask clarifying questions, challenge incomplete information and ensure accurate job logging.
• Experience working in environments where accuracy, compliance and audit trails are critical.
• Comfortable adapting to new processes, systems and ways of working.
• Strong written communication skills with the ability to summarise information clearly and professionally.
• Proactive and curious approach, with the ability to identify trends, inconsistencies and recurring issues.
• Ability to work independently and collaboratively within a wider operational team.
• Excellent time-management skills and the ability to manage competing priorities and deadlines.
• Proficient in Microsoft Office applications and computer literate.

The Company

ISS is a world-leading workplace and facility management company, connecting people and places to make the world work better. Working with customers day by day, side by side, we understand every aspect of the user experience.

Through a unique combination of intelligent solutions, high standards and people who care, to help our customers achieve their purpose, whether it’s hospitals healing patients, businesses producing the next great innovation, or airports bringing passengers home to their families. 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. #Becomewhoyouwant, #Bepartofsomethingbigger,

#facilitiesmanagement

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 (which includes race, colour, nationality, ethnic or national origin and caste), religion or belief, sex, sexual orientation or educational background.

We are proud to be a Gold Employer Recognition Scheme (ERS) award holder and a signatory of the Armed Forces Covenant, recognising our commitment to supporting veterans, reservists, and military families. Through our Joint Forces Programme, we provide mentoring and support to members of the Armed Forces community and their spouses as they transition into civilian careers.

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]

Proud member of the Disability Confident employer scheme

About Disability Confident

Disability Confident is a government scheme. It encourages employers to recruit and retain disabled people and those with long term health conditions.

Planning and Scheduling Administrator

Company: ISS Facilities Services

Hours: Full-time

Location: London, EC2M 4AA

Working pattern: On-site

Job type: Permanent

Posting date: 2 Sept 2026

Closing date: 2 Oct 2026

Summary

Planning and Scheduling Administrator

Contract: Financial Services

Location: London, EC2M 4AA

Hours of work: 40

Contract Type: Permanent

We are seeking a highly organised Planning and Scheduling Administrator to support service coordination, request management and operational workflow activities.

The successful candidate will take ownership of incoming requests, ensuring they are triaged quickly and accurately to the appropriate supplier, engineer or internal team while maintaining safe and compliant processes.

Job Description

We are looking for an individual who can manage multiple live tasks, provide excellent customer service and maintain accurate records across CAFM and internal systems.

This role requires a proactive and solutions-focused approach, strong attention to detail and the ability to coordinate effectively with customers, suppliers and operational teams.

Key Responsibilities

Take ownership of incoming requests, triaging them quickly and accurately to the appropriate supplier, engineer or internal team.

Manage jobs from first contact through to closure, including progress chasing, updates and escalation where required.

Monitor active workflows, manage jeopardy cases and escalation risks to SLA performance.

Coordinate contractor attendance, joint visits, site access requirements and supporting documentation.

Liaise with engineers, suppliers and subcontractors to ensure clear communication and expectations.

Raise and manage Purchase Orders, resolving supplier-related PO and invoice queries while ensuring compliance.

Coordinate security and access requirements, including key requests, lock changes, ATM access and secure site entry processes.

Maintain accurate real-time updates, documentation and compliance records within CAFM and internal systems, supporting reporting and continuous improvement.

Professional and Personal Competencies/Qualifications

Ability to remain calm and solutions-focused when managing multiple urgent requests simultaneously.

Strong ownership mindset with the ability to progress tasks, chase updates and ensure completion.

Confidence to ask clarifying questions, challenge incomplete information and ensure accurate job logging.

Experience working in environments where accuracy, compliance and audit trails are critical.

Comfortable adapting to new processes, systems and ways of working.

Strong written communication skills with the ability to summarise information clearly and professionally.

Proactive and curious approach, with the ability to identify trends, inconsistencies and recurring issues.

Ability to work independently and collaboratively within a wider operational team.

Excellent time-management skills and the ability to manage competing priorities and deadlines.

Proficient in Microsoft Office applications and computer literate.

The Company

ISS is a world-leading workplace and facility management company, connecting people and places to make the world work better. Working with customers day by day, side by side, we understand every aspect of the user experience.

Through a unique combination of intelligent solutions, high standards and people who care, to help our customers achieve their purpose, whether it’s hospitals healing patients, businesses producing the next great innovation, or airports bringing passengers home to their families. 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. #Becomewhoyouwant, #Bepartofsomethingbigger,

#facilitiesmanagement

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 (which includes race, colour, nationality, ethnic or national origin and caste), religion or belief, sex, sexual orientation or educational background.

We are proud to be a Gold Employer Recognition Scheme (ERS) award holder and a signatory of the Armed Forces Covenant, recognising our commitment to supporting veterans, reservists, and military families. Through our Joint Forces Programme, we provide mentoring and support to members of the Armed Forces community and their spouses as they transition into civilian careers.

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]

Proud member of the Disability Confident employer scheme

About Disability Confident

Disability Confident is a government scheme. It encourages employers to recruit and retain disabled people and those with long term health conditions.