Technical Services Administrator – Scheduling (HCC)

Corrigenda; Whiteley; Remote; GBP 26,000 - 38,000; Full time

Benefits offered by this job

Annual Salary Review

31 days holiday inclusive of bankholid

Employee Assistance Programme

Bupa Cashplan

Refer a friend reward scheme – £750

Job summary

Hampshire County Council is seeking a Technical Services Administrator – Scheduling in Whiteley. The role focuses on organising and prioritising engineer and subcontractor work, ensuring calls and queries are answered promptly and meet client SLAs.

The post involves daily CAFM system updates, PO creation, WIP reporting, and coordinating with managers and contractors to keep tasks progressing safely and efficiently. A strong team player with IT skills is essential.

Qualifications

• Excellent attention to detail is essential.
• Ability to prioritise and work under pressure.
• Excellent problem solving and decision-making skills.
• IT literate with strong Word and Excel skills.
• Ability to work as part of a small team and to be a team player while also taking initiative.
• Confident and professional telephone manner.
• Excellent written and verbal communication skills.
• Excellent listening and questioning skills.

Responsibilities

• Schedule Reactive Maintenance tasks and quoted works.
• Monitor and assign urgent Reactive Maintenance tasks in line with client SLAs.
• Answer inbound calls and update jobs on the CAFM system.
• Raise purchase orders for materials and subcontractors.
• Manage WIP to ensure tasks progress and complete per SLAs.
• Update WIP reports weekly for client reporting.
• Liaise with technical managers, client relationship managers and engineers.
• Coordinate with external contractors for site updates on work in progress.
• Schedule engineer resources efficiently by geography.
• Ensure staff are qualified or experienced for assigned tasks.
• Daily CAFM system housekeeping (unassigned tasks, late paperwork).
• Perform other tasks as instructed by line manager.

Skills

Attention to detail

Prioritisation

Problem solving

IT literate (Word, Excel)

Team player; able to work autonomously

Telephone manner

Written and verbal communication

Listening and questioning

Tools

CAFM system

BI/reporting tools

Job description

Technical Services Administrator - Scheduling (Hampshire County Council)

Technical Services Administrator – Scheduling

FULL TIME – 40 HOURS

Salary: Competitive (Subject to knowledge and experience)

Location: Whiteley (HCC)

This role involves organising and priortising work schedules for engineers/sub-contractors and monitoring the progression of those works. The scheduler will ensure that calls and queries are responded to within a timely manner and meet client SLAs and expectations. The scheduler is the first point of call to resolve urgent issues/scenarios that may arise whilst remaining calm and professional.

Key Responsibilities include (but not limited to)

• Scheduling Reactive Maintenance tasks and Quoted works to be completed
• Monitoring and assigning urgent Reactive Maintenance tasks, ensuring that they are attended to in line with Client SLAs and expectations
• Answering inbound calls and updating jobs on CAFM system
• Raising purchase orders for materials and subcontractors
• WIP management to ensure that reactive maintenance tasks are progressed and completed in accordance with Client SLA’s
• Updating work in progress (WIP) reports on weekly basis to ensure these are kept up to date for reporting to client
• Liaising with technical managers, client relationship managers and engineers to ensure that Reactive Maintenance tasks are completed in accordance with Client SLAs
• Liaising with external contractors to attend site and get updates on work in progress
• Scheduling engineer resources in an efficient geographical method
• Ensuring that only appropriately qualified or experienced staff carry out services allocated to them efficiently, safely and to standard
• Daily “housekeeping” of CAFM systems including checking for unassigned tasks, chasing up late paperwork etc
• Any other tasks, within capabilities, as instructed by line manager

Knowledge, Experience and Skills

Essential

• Excellent attention to detail
• Ability to prioritise and work under pressure
• Excellent problem solving and decision-making skills
• IT Literate with strong Microsoft Word, Excel skills and knowledge
• Ability to work as part of a small team and to be a” Team Player’ whilst demonstrating initiative and ability to work independently
• Confident and professional telephone manner
• Excellent written and verbal communication skills
• Excellent listening and questioning skills

Desirable

• Experience within a Hard FM or Facilities Management environment
• Previous experience in a supervisory scheduling role
• Experience using BI/reporting tools

• Annual Salary Review
• 31 days holiday inclusive of bank holidays
• Employee Assistance Programme – Offering guidance and advice on Personal, Health, Legal and Financial queries.
• Bupa Cashplan – benefits covered include dental, optical, physiotherapy and a health & wellbeing.
• Refer a friend reward scheme – worth £750 per referral