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About The Role
At GRAHAM, we are a leading Total FM provider and trusted partner, committed to enhancing the client experience and supporting efficient, high-quality service delivery.
The Scheduler plays a critical role in coordinating maintenance activities across assigned contracts, ensuring both Planned Preventative Maintenance (PPM) and Reactive Maintenance works are effectively scheduled, managed, and completed within agreed Service Level Agreements (SLAs).
Working within a fast-paced helpdesk environment, the role is responsible for allocating resources, monitoring work order progress, and liaising with Engineers, subcontractors, and internal stakeholders to ensure timely and compliant delivery of services. The Scheduler also supports service performance through accurate record management, timesheet verification, and proactive escalation of risks to delivery.
- Location: Wildflower Way, Belfast
- Hours Per Week: Monday - Friday, 40 Hours
- Job Type: Permanent / Full Time
The Scheduler Shall
- Be responsible for the management of all WO’s to the status of Work Done, within the set SLA target dates, across the various work types for their assigned contracts.
- Schedule all Planned Preventative Maintenance (PPM) activities in advance of the due month, ensuring allocation to appropriately skilled resource. Upon completion, produce analysis of Monthly Reactive Maintenance against unscheduled Resource.
- Schedule all Reactive Maintenance for In-house Team and subcontractors within SLA timeframes, reprioritising PPM where necessary. Monitor target dates and proactively escalate any risks to delivery.
- Monitor PPM delivery, identifying any slippage and rescheduling work to available resources within target dates, escalating where recovery is at risk.
- Collect and verify weekly timesheets, ensuring accuracy through reconciliation of timesheets (hard copy) against work reports (Total Mobile and hard copy).
- Generate monthly PPM schedules for assigned contracts and maintain PPM planner records, escalating any required changes to the relevant point of contact.
- Liaise with subcontractors to track job progress, ensuring updates are received and actions are followed through.
- Operate the full service desk function as required, supporting effective contract delivery.
- Undertake any other duties necessary to ensure an effective and efficient service is delivered in line with GRAHAM ISO management systems and quality standards.
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This job description is intended to give the post holder an appreciation of the role envisaged for the job title and the range of duties to be undertaken. It does not attempt to detail every activity. Specific tasks and objectives will be agreed with the post holder at regular intervals.
Essential
About You
- Previous experience within a helpdesk environment, scheduling both in-house resources and subcontractors.
- A minimum of 3 years’ experience working as a Scheduler within a Facilities Management helpdesk environment.
- Working knowledge of contractual SLA’s and experience in raising and managing Purchase Orders.
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Desirable
- Experience working in a fast-paced, client-facing Facilities Management environment.
- Proficiency in a range of IT systems, including FM systems (e.g. Computer Aided FM systems) and Microsoft Office applications (Excel, Word, PowerPoint, Power BI).
- Knowledge of Preventive Planned Maintenance (PPM) and Key Performance Indicators (KPIs).
Please note that Applicants will not be expected to meet any (or all) of the desirable criteria to be considered for interview. Desirable criteria will only be used as part of the shortlisting process in the event there are a large number of Applicants. We are committed to developing a diverse and inclusive workforce and particularly welcome applications from females and individuals from a minority ethnic background who are currently under represented in our industry.
A basic disclosure may be requested if security clearance is required by 3rd party clients and a criminal record will not necessarily be a bar to obtaining a position. Our Access NI/Vetting and Barring Scheme Policy and Policy on the Recruitment of Ex-Offenders is available upon request. Access NI Privacy Notice can be viewed at: AccessNI Privacy Notice | Department of Justice (justice-ni.gov.uk)
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