Service Planner

Service Planner & Project Administrator

West Devon Fire Protection

Role purpose

We are looking for an organised, proactive Service Planner & Project Administrator to coordinate our engineers’ schedules and provide administrative support across:

• Passive fire protection projects.
• Fire door surveys, installations and remedial works.
• Planned maintenance of dry risers, fire extinguishers and emergency lighting.

You will take ownership of planning and administration from receipt of an approved job through to completion, ensuring appointments are confirmed, engineers have the information they need, and paperwork is ready for invoicing.

Key responsibilities

Planning and scheduling

• Schedule engineers and subcontractors according to their skills, availability, job requirements and location.
• Maintain an accurate forward programme for project work and planned maintenance.
• Book appointments with clients, site contacts and residents, confirming access arrangements before attendance.
• Plan realistic time allowances with supervisors and technical managers.
• Coordinate return visits, remedial appointments and changes to the programme.
• Respond promptly to cancellations, access problems and urgent requests, keeping affected people informed.
• Monitor maintenance due dates and arrange visits ahead of deadlines.

Project administration

• Set up jobs on the company’s job management system with the correct scope, quotation, purchase order and site details.
• Prepare job packs containing relevant surveys, drawings, work schedules, access information and approved RAMS.
• Coordinate material orders, deliveries, equipment and access requirements with the responsible manager.
• Maintain clear records of work completed, outstanding items, additional findings and return visits.
• Record variations and refer additional work for pricing and approval before arranging attendance.
• Support the preparation and issue of completion reports, certificates and handover documents using information approved by the responsible technical person.

Engineer and client support

• Act as a day-to-day contact for engineers, clients and site representatives.
• Give engineers clear instructions before attendance and respond to administrative queries during the working day.
• Track progress against the programme and follow up outstanding actions without waiting to be prompted.
• Keep clients informed of appointment dates, progress, delays and follow-up requirements.
• Escalate technical questions, resource shortages and delivery risks promptly to the appropriate manager.

Job completion and invoicing support

• Check that engineers have submitted job sheets, photographs, timesheets and required service records.
• Follow up missing or incomplete paperwork.
• Confirm that completed jobs are ready for technical review and invoicing.
• Provide finance with accurate purchase order details, approved variations and supporting records.
• Keep job statuses current so the business can clearly see what is booked, in progress, outstanding and complete.

What we are looking for

Essential

• Experience in service planning, scheduling, project administration or a similar coordination role.
• Strong organisation skills and the ability to manage several jobs and deadlines at once.
• A confident, professional telephone manner and clear written communication.
• Good computer skills, including email, Excel and electronic job records.
• Attention to detail when handling appointments, job information and completion paperwork.
• The confidence to follow up engineers, suppliers and clients and raise problems early.
• A practical approach to changing priorities and solving scheduling problems.
• The ability to work independently and take responsibility for agreed actions.

Desirable

• Experience within fire protection, construction, facilities management or building maintenance.
• Familiarity with Joblogic, Onetrace or similar job management systems.
• Experience coordinating recurring maintenance visits and remedial works.
• An understanding of passive fire protection, fire doors, dry risers, fire extinguishers or emergency lighting.

What success looks like

• Engineers have clear, achievable schedules and the correct job information.
• Clients receive timely communication and confirmed appointments.
• Maintenance visits are booked before their due dates.
• Access, materials and paperwork are arranged before attendance.
• Outstanding work and additional findings are recorded and followed through.
• Completed jobs move promptly through reporting and invoicing.
• Managers have an accurate view of progress, with issues raised early and proposed solutions wherever possible.

Responsibility and accountability

This is an active coordination role requiring ownership, initiative and consistent follow-through. You will be expected to identify what needs doing, organise the next steps and keep work moving.

Technical decisions, certification approval and changes to the agreed scope or price must be referred to the responsible manager.

Pay: £26,000.00-£35,000.00 per year

Benefits:

• Casual dress
• Free parking
• On-site parking

Work Location: In person