Maintenance Planner

Reporting to – Mechanical Workstream Manager.
Working Hours: Mon – Fri, 8am – 5pm
Probation Period: 6 months
Job Type: Full Time office based, Permanent
Job Location: Perivale, Greenford
Start Date: Immediate
SCOPE
Planning & Coordination
Provide structured planning and coordination support for Planned Preventative Maintenance (PPM), reactive works and remedial activities in line with Workstream Manager direction, statutory requirements and contractual obligations.
Workstream Support:
Act as the central coordination point for job flow, scheduling, CAFM data accuracy, documentation control and commercial readiness, enabling the Workstream Manager to focus on statutory compliance, technical governance and team leadership.
Systems & Records:
Maintain accurate records of maintenance activities, including Job Logic, inspection reports, and project documentation
KNOWLEDGE
Minimum qualifications for this role are:
1. NVQ / HNC / equivalent experience in maintenance planning, coordination or facilities management (D)
2. 2–5 years’ experience within a mechanical maintenance or building services environment (D)
3. Strong working knowledge of CAFM / CMMS systems, preferably JobLogic (D)
4. Working understanding of PPM, reactive maintenance and compliance‑driven service delivery (D)
SKILLS
1. Strong organisational, planning and coordination capability.
2. Clear and professional verbal and written communication skills.
3. Ability to build effective working relationships with Managers, engineers, subcontractors and clients.
4. High attention to detail, particularly in documentation and record‑keeping.
5. Confident use of digital systems to manage operational and performance information.
6. Ability to manage multiple priorities and recognise when to escalate risk or delay.
OTHER
1. Appreciation that there might be out of hours working, agreed in advance.
DUTIES
1. Plan and schedule PPM activities in line with SFG20 schedules, statutory requirements and Workstream Manager instruction.
2. Coordinate reactive and remedial works, managing priorities, access arrangements and engineer allocation.
3. Maintain accurate asset data, task structures and job records within the CAFM system.
4. Monitor work‑in‑progress, overdue tasks and upcoming compliance risks, escalating concerns promptly.
5. Log reactive call‑outs and service requests, ensuring accurate job classification and records.
6. Collate, check and issue service reports, certificates and supporting evidence following works completion.
7. Carry out quality and completeness checks on documentation prior to Workstream Manager review.
8. Prepare draft quotations and job scopes based on engineer reports for Manager approval.
9. Issue approved quotations and track client approvals, purchase orders and variations.
10. Support invoicing processes by confirming completion status and documentation readiness.
11. Provide routine job status updates to clients in line with agreed communication protocols.
12. Escalate complaints, delays, access issues or compliance concerns to the Workstream Manager without delay.
13. Support KPI monitoring by maintaining accurate planning, scheduling and documentation records.
14. Assist with internal and external audits by compiling documentation and evidence packs.
15. Contribute to continuous improvement by identifying planning, system or process inefficiencies.
KEY PERFORMANCE INDICATORS
1. This role operates within the Mechanical Department performance framework.
2. Department‑level KPIs are detailed in a separate Mechanical Department KPI Schedule attached to this Job Description.
3. The Mechanical Workstream Planner supports the achievement of departmental KPIs through effective planning, coordination, documentation control and CAFM data management.
4. KPI performance is reviewed with the relevant Workstream Manager and Head of Department.
See full job description for more information in our careers page