Planning Administrator

Job Title

Planning Administrator

Salary

£26,509.56 per annum

Hours

40 per week

Contract

Permanent

Type of Employment

Full Time

Location

Essex County Council, County Hall, Market Road, Chelmsford, Essex, England, CM1 1QH

We are looking for a Planning Administrator to join us on the Essex County Council account. At Mitie on the Essex County Council account, we deliver fully integrated Total Facilities Management services across a diverse estate of just under 300 buildings. Our teams are responsible for maintaining safe, compliant, and efficient environments, supporting everything from day-to-day operations to long-term asset performance. We bring together a wide range of specialist services including security, workplace facilities management, engineering, projects, and landscaping, ensuring a seamless and high-quality service across the portfolio. Working collaboratively, our people play a key role in supporting the council's services, improving building performance, and enhancing the experience for staff, residents, and visitors across Essex.

This position is Monday to Friday 8-5 at county hall in Chelmsford. It is a fantastic opportunity for entry level candidates with onsite training or those with experience.

This is a permanent position, providing a fantastic opportunity to be part of a collaborative, forward-thinking business. You'll be responsible for managing the Reactive and Planned Preventative Maintenance (PPM) work order processes and ensuring engineers are allocated efficiently to meet contractual obligations.

Key Responsibilities

-Plan, allocate, and dispatch reactive and PPM work orders to engineers, ensuring work is completed within agreed timescales.

-Manage and maintain engineer diaries, ensuring availability and coverage across sites.

-Keep the Maximo CAFM system up to date, ensuring all job details, statuses, and comments are recorded accurately and in a timely manner.

-Utilise planning and scheduling software, including Click and other relevant systems.

-Raise purchase orders for the engineering team as needed for parts and service requirements.

-Maintain accurate engineer holiday and absence records to support resourcing plans.

-Attend weekly operational meetings to report on outstanding jobs, KPIs, and priorities.

-Contact engineers and subcontractors directly to confirm job details, chase updates, and resolve issues.

-Monitor and report on reactive and PPM job delivery, ensuring all contractual KPIs and SLAs are met.

-Escalate any potential service failures or unavailability of engineers to the relevant supervisor or manager.

-Manage documentation including compliance certification and updates to the central compliance library.

-Provide excellent customer service, answering internal and external calls in a professional and timely manner.

-Support the continuous improvement of planning and scheduling processes.

-Be able to travel to a Category 1 site, as part of your duties when required.

What We're Looking For

-Previous experience in a planning or scheduling role is desirable but not essential - full training provided.

-Experience in a customer-facing or helpdesk environment is beneficial.

-Strong IT skills, particularly in CAFM systems (e.g., Maximo), Microsoft Excel, and scheduling software (e.g., Click).

-A logical and methodical approach to problem-solving and planning.

-Excellent communication skills - both verbal and written.

-Able to work under pressure and meet tight deadlines.

-High attention to detail and organisational ability.

-A team player who can also work independently.

-Flexible and adaptable to changing business needs.

-Assertive and proactive attitude when handling challenges or delays.