Scheduling Administrator

SHEQ Statement: 

Equans is committed to leading our sector in sustainability. Our employees have a collective responsibility to work in a sustainable and efficient manner helping to minimise our impact on the environment whilst contributing benefits for our clients, colleagues and the community. Employees have a responsibility not to cause harm to ourselves or to others in our efforts to make safety personal. All employees are expected to work within our Sustainability and Health and Safety policies and procedures. 

General Overview: 

As Scheduling Administrator, you will be part of the Service Centre Delivery administration team with specific responsibility to the IWG contract. The IWG contract provides M&E reactive ad PPM services to approximately 271 locations across the UK. You will work closely with Service Centre Delivery Manager and IWG FM teams to ensure all administration works are dealt with in a timely manner in accordance with the contractual requirements, service level agreements and key performance indicators. 

Impact: 

The successful candidate will provide a significant contribution to overall efficiency, effectiveness, contract profitability and will report to the Service Centre Delivery Manager as part of the contract management team 

Complexity: 

Analytical skills are equally as important as the ability to multi-task and reprioritise when necessary, with the confidence to exercise decision making skills when needed. 

• Manage and organise the Service Centre Delivery team’s Outlook inbox
• Manage and update timesheets, job sheets and completion certification 
• Inputting information in the team CAFM (computer aided facilities management) system 
• Liaise with Service Centre Delivery Manager, Facilities Managers and the IWG teams for any day-to-day support requirements 
• Liaising with appropriate parties (both internal and external) to provide necessary updates and supporting documentation when requested. 
• Providing accurate and timely feedback to Customers and the FM team 
• Support the coordination of attendance of FM team and subcontractors 
• Logging and updating service requests and or work orders on the CAFM system 
• Working with Facilities Managers to ensure jobs are completed from start to finish. 
• Supporting the Scheduling Team to meet contract SLA’s
• Support jeopardy management control and the schedulers for their regions 
• Undertake any ‘ad hoc’ duties as requested by contract management team 
• Raising, closing and updating purchase orders when required