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Scheduler
Scheduler – Facilities Management (Total FM)
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
- Liaising with Engineers, subcontractors, and internal stakeholders to ensure timely and compliant delivery of services
- Supporting 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
Responsibilities: Key Duties
The Scheduler shall:
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Manage Work Orders (WO’s) to completion ('Work Done' status) within agreed SLA targets, ensuring timeliness across assigned contracts.
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Schedule PPM activities in advance of the due month, allocating work to appropriately skilled resources. Produce monthly analysis of Reactive Maintenance, comparing unscheduled resources and PPM effectiveness post-completion.
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Schedule Reactive Maintenance for both in-house teams and subcontractors, adhering to SLA timeframes. Proactively reprioritise PPM when necessary and monitor target adherence, escalating risks to delivery where identified.
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Oversee PPM delivery, identifying slippage and rescheduling work to available resources within deadlines. Escalate risks if target recovery is threatened.
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Verify weekly timesheets accurately, reconciling hard copy records against work reports (via Total Mobile and paper-based sources).
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Generate and maintain monthly PPM schedules and update PPM planner records, escalating changes to relevant stakeholders.
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Liaise with subcontractors to track job progress, ensuring updates and follow-through actions are received.
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Operate full service desk functions when necessary, supporting effective contract delivery.
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Undertake additional duties as required to ensure compliance with GRAHAM’s ISO management systems and quality standards.
Note: This job description outlines the general role scope but is not exhaustive. Specific tasks and objectives will be collaboratively agreed with the role holder at regular performance reviews.
Qualifications & Experience: Essential
About You
- Previous experience in a helpdesk environment, including scheduling both in-house resources and subcontractors.
- Minimum 3 years’ experience as a Scheduler within a Facilities Management helpdesk.
- Working knowledge of SLA compliance and experience in raising and managing Purchase Orders.
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Desirable Qualifications & Experience
- Experience in a fast-paced, client-facing Facilities Management environment.
- Proficiency in:
- FM systems (e.g., Computer-Aided Facilities Management software).
- Microsoft Office (advanced Excel, Word, PowerPoint, Power BI)
- Understanding of:
- Planned Preventative Maintenance (PPM).
- Key Performance Indicators (KPIs).
An Additional Note on Diversity
Applicants are not required to meet all desirable criteria, and efforts are made to proactively consider a wide range of candidates. Each application is independently evaluated against essential requirements. We actively encourage applications from groups historically underrepresented in the industry.
Security Considerations: A basic disclosure check may be required, depending on third-party client vetting requirements. A criminal record will generally not disqualify an applicant.
Further details on our Access NI/Vetting and Barring Scheme Policy and how we support individuals with criminal histories are available upon request. Read the full Access NI Privacy Notice.
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