Voids works planner – EK

Works Planner – Property Repairs & Maintenance

We are currently recruiting for an experienced Works Planner to join a busy Property Services team. This is a fast-paced and varied coordination role, responsible for planning, scheduling and allocating daily workloads for maintenance operatives, craft workers and external contractors to ensure repairs and maintenance services are delivered efficiently.

You will be responsible for managing daily work schedules, coordinating appointments, monitoring job progress and responding to changing priorities throughout the day. The role will involve dealing with emergency repairs, urgent requests and follow-on works, ensuring the appropriate resources are available and jobs are allocated to the right operatives at the right time.

You will act as a key point of contact between tenants, contractors, maintenance operatives and internal colleagues, communicating appointment arrangements, resolving scheduling issues and keeping all parties updated. You will also be responsible for maintaining accurate records, updating computerised scheduling systems, managing diaries and providing general administrative support to ensure the smooth running of the repairs and maintenance service.

Key Responsibilities

• Plan, schedule and allocate daily workloads to maintenance operatives, craft workers and external contractors.
• Manage and maintain work schedules, diaries and appointment systems, ensuring resources are used effectively.
• Coordinate repair and maintenance appointments, making sure jobs are assigned to the appropriate operatives based on availability, skills and priorities.
• Monitor incoming repair requests and ensure work is scheduled within agreed timescales and service standards.
• Prioritise and coordinate emergency, urgent and routine repair requests, responding quickly to changing operational demands.
• Reallocate jobs and adjust schedules where required due to staff availability, delays, cancellations or unexpected emergencies.
• Arrange follow-on appointments where additional work is required to complete repairs.
• Liaise with tenants and customers to arrange appointments, provide updates and resolve queries relating to scheduled works.
• Communicate regularly with contractors, operatives and supervisors to confirm job allocations, availability and progress.
• Monitor outstanding and incomplete jobs, identifying scheduling issues and taking appropriate action to prevent delays.
• Maintain accurate and up-to-date records of work orders, appointments, job statuses and operative diaries.
• Update internal databases, computerised scheduling systems and Microsoft Office documents.
• Provide general administrative and coordination support to the wider Property Services and Repairs team.
• Ensure all work is organised efficiently to support effective service delivery and a positive customer experience.

The Ideal Candidate

• Previous experience working as a Works Planner, Repairs Planner, Maintenance Scheduler, Service Coordinator or in a similar planning and administration role.
• Proven experience managing diaries, scheduling appointments and allocating workloads within a busy, high-volume environment.
• Experience coordinating maintenance operatives, tradespeople, engineers or external contractors.
• Understanding of property repairs, maintenance services, social housing or facilities management would be advantageous.
• Excellent organisational and time-management skills, with the ability to manage competing priorities and changing workloads.
• Confident using Microsoft Office, particularly Outlook and Excel, alongside computerised scheduling or work management systems.
• Strong communication and interpersonal skills, with the ability to liaise professionally with tenants, contractors and colleagues.
• Ability to work effectively under pressure, resolve scheduling issues and make timely decisions.
• A proactive, customer-focused approach with strong attention to detail.
• Relevant administration qualifications or equivalent practical experience.