Planner Administrator - FTC

Job Advert

*Please note this is a 1 year FTC*

About Lampton Services

Lampton Services are an awarding winning business, providing a range of services, commissioned by LBH, for residents in the borough. From collecting recycling and waste, to maintaining parks, repairing and upgrading homes to managing allotments, Lampton Services is at the heart of the Hounslow community working every day to make it a great place to live.

Why Join Lampton Services?

• We offer annual pay reviews and incremental pay increases
• Hybrid Working
• 23 days holiday allowance, plus bank holidays
• Free gym membership
• Enhanced Maternity and Paternity leave and Pension Scheme
• Exclusive Discounts - save with Lampton Rewards and EE mobile offers
• Staff wellbeing perks - online GP access, EAP, health testing, flu Jabs, and eye care vouchers
• Sustainability Perks - cycle to work and electric car salary sacrifice scheme
• Career Growth – CPD training, structured development, and leadership opportunities

About the Job

To deliver an effective planning and administrative function supporting maintenance, planned works, repairs and property-related services. The postholder will coordinate workforce scheduling, manage operational systems, and act as a key liaison between residents, clients, contractors, suppliers and internal teams to ensure that all works are delivered on time, efficiently and to a high standard of customer satisfaction.

The role is pivotal in ensuring seamless service delivery through proactive scheduling, effective communication, strong organisational skills and continuous improvement of processes.

Key Responsibilities:

• Utilise IT systems to create and manage job orders, schedule appointments, and maintain workforce diaries.
• Implement dynamic work scheduling, planning activities in advance and adjusting in real time to maintain productivity and meet performance targets.
• Ensure operatives have a full and balanced workload, reallocating work where required and integrating emergency and urgent repairs.
• Monitor team and trade capacity to ensure emergency, urgent and routine works are delivered within target timescales.
• Arrange follow-on works for multi-trade jobs, ensuring clear communication with residents regarding duration and appointments.
• Follow up out-of-hours emergencies to ensure completion information is recorded and further works arranged where required.
• Support pre-inspection and post-inspection diary management for maintenance officers and supervisors.

Communication & Customer Service

• Act as first point of contact for residents, leaseholders, clients, suppliers and contractors.
• Provide clear, accurate and timely information regarding job status and appointments.
• Proactively contact residents to reschedule appointments where required and minimise appointment failures.
• Maintain active communication with field operatives to resolve disruptions and prevent unproductive time.
• Assist in responding to complaints, councillor enquiries and service-related queries.
• Deliver a consistently high standard of customer care aligned to organisational values.

Administration & Systems

• Maintain and update electronic and manual systems including job orders, status changes, variations and appointment amendments.
• Prepare project files and documentation prior to commencement of works.
• Support onboarding of third-party contractors and suppliers in line with procurement procedures.
• Provide administrative support to meetings, projects and operational activities.
• Ensure compliance with Health & Safety regulations and company policies
• Support organisational change initiatives within the planning and administration function.

Performance & Continuous Improvement

• Identify risks to service delivery early and escalate where appropriate.
• Monitor scheduling performance and contribute to achieving 100% on-the-day completion targets.
• Suggest improvements and innovations to enhance operational efficiency.
• Work collaboratively across departments to ensure cohesive processes and service excellence.
• Undertake any duties consistent with the objectives of the role.

Previous Experience and Skills Required:

Essential

• Proven experience in work planning, scheduling or project administration within a maintenance or property environment.
• Experience using scheduling tools and IT systems to manage diaries and workforce activity.
• Strong customer service experience within a fast-paced environment.
• Excellent IT skills including MS Office (Word, Excel) and relevant planning software.
• Ability to prioritise workload and work under pressure while maintaining accuracy.
• Strong communication skills (written and verbal).

Desirable

• Experience within a social housing repairs environment.
• Understanding of construction trades, materials and maintenance processes.
• Knowledge of systems used in housing repairs and maintenance.
• Awareness of relevant building and housing regulations (e.g., Decent Homes Standard, H&S, Fire Safety, Asbestos).
• Relevant vocational qualification (Apprenticeship / NVQ Level 2–3 or equivalent experience).

Due to the needs of the business and the department, we may interview suitable candidates before the closing date. This job may also close early if a large number of applications are received. You are advised to submit your application as early as possible to avoid missing your chance to apply.

Diversity, equity and inclusion are at the heart of what we value as an organisation. Lampton Group is an equal opportunities employer and all qualified applicants will receive consideration for employment without regard to race, religion, sex, sexual orientation, age, disability or any other status protected by law. Our recruitment team are happy to support with any reasonable adjustments that are needed within the recruitment process.