Scheduling Administrator

Scheduling Administrator - Temp 

Temp contract: 2-3 months 
Salary: £14 per hour 
Department: Operations
Reports to: Service Manager / Account Manager
Location: Basildon Essex

Role Purpose

The Scheduling Administrator is responsible for the effective planning and coordination of maintenance, quoted and subcontractor works, ensuring engineers are scheduled efficiently and clients receive timely service. This role provides vital administrative support to the operations team, maintains accurate records, and acts as a point of contact between engineers, clients, and management.

Key Responsibilities

• Schedule and allocate engineers for planned preventative maintenance (PPM), reactive, quoted and emergency works. Including subcontractor visits.
• Monitor job progress and update schedules as required to ensure deadlines are met.
• Communicate effectively with engineers regarding daily workloads, priorities, and job details.
• Handle client calls and emails, logging jobs accurately in the system.
• Maintain SimPro (Computer-Aided Facilities Management (CAFM) system) ensuring data is accurate and up to date.
• Issue purchase orders and organise subcontractors when needed.
• Prepare job sheets, reports, and service documentation for management and clients.
• Support compliance by ensuring all paperwork, certificates, and safety records are received and filed.
• Liaise with the Service Manager and Account Manager to resolve scheduling conflicts or client issues.
• Assist with invoicing, timesheet collation, and general administrative duties as required.

Skills & Experience Required

• Experience in an administrative, scheduling, or coordination role (preferably within maintenance, facilities management, or a service industry).
• Strong organisational and time management skills, with the ability to prioritise competing demands.
• Excellent communication skills (written and verbal) and a professional telephone manner.
• Good IT skills – MS Office (Word, Excel, Outlook); knowledge of CAFM/SimPro systems is desirable.
• Attention to detail and accuracy in record-keeping.
• Ability to remain calm under pressure in a fast-paced environment.

Personal Attributes

• Team player with a proactive, “can-do” attitude.
• Customer-focused and professional.
• Flexible and adaptable to changing priorities.
• Reliable, punctual, and well-organised.