Job Details

Works Planner

Job Purpose

The Works Planner is responsible for coordinating and scheduling daily repair and maintenance workloads for craft operatives and contractors. The role ensures that jobs are allocated efficiently, appointments are managed effectively and repairs are delivered within required timescales.

The role involves working in a busy, high-volume environment where priorities can change throughout the day. The successful candidate will need to remain organised, communicate effectively and make timely decisions to keep services running smoothly.

Key Responsibilities

• Plan and schedule daily workloads for operatives and contractors.
• Manage operative diaries and tenant appointments.
• Allocate repair and maintenance jobs to the appropriate operative or contractor.
• Reallocate work when priorities, availability or circumstances change.
• Coordinate emergency and urgent repair requests.
• Arrange follow-on works where additional repairs or specialist services are required.
• Liaise with tenants, contractors, operatives and colleagues regarding appointments and work.
• Update scheduling and repairs systems accurately and promptly.
• Maintain accurate records of jobs, appointments and work completed.
• Monitor outstanding work and ensure repairs remain on track.
• Deal with cancellations, delays and changes to appointments.
• Provide general administrative support to the repairs and property services team.
• Respond to queries and resolve scheduling issues where possible.
• Ensure work is prioritised in line with service requirements and customer needs.
• Support the delivery of a professional, fair and customer-focused service.

Skills and Experience

• Experience of working in a busy administrative, scheduling or coordination environment.
• Strong diary and appointment management skills.
• Excellent organisational and prioritisation skills.
• Ability to manage a high volume of work and changing priorities.
• Confident using Microsoft Office and computer-based scheduling systems.
• Good attention to detail and accurate record keeping.
• Clear and professional communication skills.
• Experience dealing with customers, contractors or service users.
• Ability to remain calm and professional under pressure.
• Good problem-solving and decision-making skills.
• Customer-focused approach with the ability to deal fairly and professionally with others.
• Relevant administration qualification or equivalent relevant experience.

Key Competencies

• Organisation and planning
• Prioritisation
• Communication
• Customer service
• Problem solving
• Decision making
• Teamwork
• IT skills
• Attention to detail
• Working under pressure

Typical Working Day

A typical day will involve reviewing workloads, allocating jobs, managing operative diaries and arranging tenant appointments. The planner will respond to changes throughout the day, including emergency repairs, cancellations, delays and follow-on works. They will communicate with operatives, contractors and tenants, update systems and monitor outstanding jobs to ensure repairs and services remain on track.