Planning Coordinator

at  Pennington Choices

We have ambitious plans for the future and are currently looking for the very best talent to join us. We need people who can think differently about how to solve problems. We are currently recruiting a Planning Coordinator to join our Planning Scheduling & Dispatch (PS&D) department.

ABOUT THIS ROLE

The ultimate purpose of the role is to lead the day to day planning, scheduling and deployment deployment of all field-base operations.
As part of the multi-skilled planning, scheduling and dispatch (PS&D) team, you will follow the appropriate processes to ensure that field-base operatives are attending and completing as many work orders as is practical – both in respect of compliance (client/contract response times being met) and also quality (sufficient time is allowed for works order completion).
Our field-based operatives inspectors and auditors work nationwide, and for a variety of clients and include directly employed operatives staff and subcontracted external associates.
You will be responsible for ensuring that our scheduling team are booking as many appointments as possible to support the delivery of our contractual obligations in respect of our gas, electrical and energy efficiency auditing requirements as well as planning/scheduling works themselves.
In this role you will work collaboratively with the PS&D Manager, schedulers, field-base operatives auditors and inspectors and internal service leaders building rapport and trust, and will need to manage client enquiries promptly and professionally.

RESPONSIBILITIES INCLUDE, BUT ARE NOT LIMITED TO:

• Diary management to ensure field-base operatives are fully allocated work
• All client communications with regards to new projects, project status and progression of planned works
• Management of scheduling activity for planned and responsive works
• Client query resolution
• Attend monthly client meetings (via TEAMS/ Zoom)
• Allocation of projects each day to the scheduling team
• Day to day work allocation and supervision of the schedulers
• Project set up
• Reporting – no access, call logs, productivity
• Weekly project review
• Audit scheduling
• Liaising with report writers to resolve survey issues
• Scheduling responsive appointments for field-based operatives across the business – being conversant utilising multiple works management systems
• Handling and resolving telephone and email enquiries from clients and colleagues
• Liaising with, and directing, field-based operatives
• Reallocation of work (surveyor sickness, refill no access appointments)
• Review of surveyor’s diaries for the following day to ensure maximum productivity and low volumes of travel between appointments.
• Sharing ideas and insight in order to continually improve the PS&D function including increasing appointments made, appointments kept and properties accessed
• Training and mentoring of new starters to the team, as well as on going mentoring of team members, including identifying and rectifying training needs as applicable.
• Understanding of each contract’s response times and service level agreements (SLAs)
• Identifying and escalating early warnings for risk to response times/SLAs, productivity outputs and process
• Understanding the difference between planned and responsive works and the differing approach to each in order to manage demand and minimise cost.
  Specific team targets will include:

• Tangible productivity improvement

• Percentage of work orders fulfilled (in terms of appointments made, access and completion)
• Customer satisfaction with deployment/attendance
• Adherence to response times for emergency/urgent and planned/routine works orders
• Ensuring that all work orders are undertaken in a time and cost efficient manner – both planned and responsive works orders are managed effectively.