Planning and Scheduling Administrator


Company:	ISS Facilities Services
Hours:	Full-time
Location:	London, EC2M 4AA
Working pattern:	On-site
Job type:	Permanent
Posting date:	2 Sept 2026
Closing date:	2 Oct 2026

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Summary

Contract: Financial Services

Location: London, EC2M 4AA

Hours of work: 40

Contract Type: Permanent

We are seeking a highly organised Planning and Scheduling Administrator to support service coordination, request management and operational workflow activities.

The successful candidate will take ownership of incoming requests, ensuring they are triaged quickly and accurately to the appropriate supplier, engineer or internal team while maintaining safe and compliant processes.

Job Description

We are looking for an individual who can manage multiple live tasks, provide excellent customer service and maintain accurate records across CAFM and internal systems.

This role requires a proactive and solutions-focused approach, strong attention to detail and the ability to coordinate effectively with customers, suppliers and operational teams.

Key Responsibilities

Take ownership of incoming requests, triaging them quickly and accurately to the appropriate supplier, engineer or internal team.

Manage jobs from first contact through to closure, including progress chasing, updates and escalation where required.

Monitor active workflows, manage jeopardy cases and escalate risks to SLA performance.

Coordinate contractor attendance, joint visits, site access requirements and supporting documentation.

Liaise with engineers, suppliers and subcontractors to ensure clear communication and expectations.

Raise and manage Purchase Orders, resolving supplier-related PO and invoice queries while ensuring compliance.

Coordinate security and access requirements, including key requests, lock changes, ATM access and secure site entry processes.

Maintain accurate real-time updates, documentation and compliance records within CAFM and internal systems, supporting reporting and continuous improvement.

Professional and Personal Competencies/Qualifications

Ability to remain calm and solutions-focused when managing multiple urgent requests simultaneously.

Strong ownership mindset with the ability to progress tasks, chase updates and ensure completion.

Confidence to ask clarifying questions, challenge incomplete information and ensure accurate job logging.

Experience working in environments where accuracy, compliance and audit trails are critical.

Comfortable adapting to new processes, systems and ways of working.

Strong written communication skills with the ability to summarise information clearly and professionally.

Proactive and curious approach, with the ability to identify trends, inconsistencies and recurring issues.

Ability to work independently and collaboratively within a wider operational team.

Excellent time-management skills and the ability to manage competing priorities and deadlines.

Proficient in Microsoft Office applications and computer literate.

The Company

ISS is a world-leading workplace and facility management company, connecting people and places to make the world work better. Working with customers day by day, side by side, we understand every aspect of the user experience.

Through a unique combination of intelligent solutions, high standards and people who care, to help our customers achieve their purpose, whether it’s hospitals healing patients, businesses producing the next great innovation, or airports bringing passengers home to their families. ISS is committed to doing business the right way, taking its corporate responsibility very seriously. Our passion is people.

We offer you a challenging and exciting career in an organisation with people at its heart. In ISS, everyone has the opportunity to develop, grow and make a difference. #Becomewhoyouwant, #Bepartofsomethingbigger,

#aplacetobeyou,

#facilitiesmanagement

ISS is proud to be a diverse and inclusive employer.

ISS welcomes all applicants regardless of age, disability, gender identity or gender reassignment, marital or civil partnership status, pregnancy or maternity, race (which includes race, colour, nationality, ethnic or national origin and caste), religion or belief, sex, sexual orientation or educational background.

We are proud to be a Gold Employer Recognition Scheme (ERS) award holder and a signatory of the Armed Forces Covenant, recognising our commitment to supporting veterans, reservists, and military families. Through our Joint Forces Programme, we provide mentoring and support to members of the Armed Forces community and their spouses as they transition into civilian careers.

We are a Disability Confident Committed (Level 2) employer, proudly supporting and promoting inclusive hiring practices in line with the UK government’s Disability Confident scheme.

Our passion for inclusivity and diversity makes ISS a more creative, productive and happy place to work.

If you have any further queries regarding this role, please contact the Resourcing Team by emailing resourcing.team@uk.issworld.com

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Proud member of the Disability Confident employer scheme

About Disability Confident

Disability Confident is a government scheme. It encourages employers to recruit and retain disabled people and those with long term health conditions.