Workflow Planning Executive at Karntek

Stafford, England, United Kingdom -

Full Time

Start Date

Immediate

Expiry Date

06 May, 26

Salary

0.0

Posted On

05 Feb, 26

Experience

0 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Workflow Planning, Scheduling, Coordination, Communication Skills, Problem-Solving, Time Management, Organization, Multitasking, Attention to Detail, Data Accuracy, Stakeholder Management, Process Improvement, Client Focus, Microsoft Office Suite, CRM Proficiency, Capacity Forecasting

Industry

Fire Protection

Description

We are seeking a detail driven and proactive Workflow Planning Executive to join the Karntek team in Stafford. The company is going through an exciting period of growth and is looking to build the support team to deliver the continued growth. The Workflow Planning Executive is responsible for delivering effective workflow planning and coordination to support both internal stakeholders and external clients. The role requires a proactive, solutions-focused mindset, strong communication skills and a practical, “can-do” approach to managing tasks and priorities. The ideal candidate is approachable, resourceful and committed to maintaining high standards while ensuring work is planned, scheduled and delivered efficiently and professionally. Key Responsibilities: Scheduling (External & Internal) Plan, coordinate and manage scheduling for both external clients and internal teams to ensure efficient workflow delivery. Monitor daily workflows and adjust schedules as needed to meet changing priorities and service requirements. Liaise with internal stakeholders to align resource availability with operational demands. Communicate scheduling updates clearly and promptly to relevant teams and clients. Identify potential workflow or capacity issues and proactively recommend solutions. Maintain accurate scheduling records and documentation. Support continuous improvement of workflow planning processes to enhance efficiency and service quality. Ensure all scheduling activities meet agreed service standards, timelines and business objectives. Develop, manage and optimise scheduling for internal resources and external client requirements, ensuring workloads are balanced and timelines are met. Collaborate with internal departments to coordinate solutions, provide updates and ensure seamless service delivery. Respond to internal queries with the same level of professionalism and urgency as external clients. Represent the company’s values through positive interactions and a client-focused approach. Service Delivery & Operations Ensure service delivery meets internal standards and client expectations. Coordinate with your line manager and teams to streamline operational processes and optimise resource utilisation. Track operational performance metrics and generate reports to support decision-making and continuous improvement. Liaise with internal stakeholders and clients to resolve operational or service-related issues promptly. Support the implementation of process improvements to enhance efficiency, quality and client satisfaction. Communication & Collaboration Act as a point of contact for internal teams and clients regarding workflow and service delivery updates. Facilitate clear communication across departments to ensure alignment of priorities and tasks. Foster strong relationships with stakeholders through proactive problem-solving and support. Strong scheduling and organisation of daily diaries. Build strong, trustworthy relationships with clients, ensuring timely follow-ups and consistent communication this is through phone and email. Manage client expectations through service, ensuring all commitments, deadlines and expectations are met. Troubleshoot and resolve client problems quickly using sound judgment and a direct approach at times. Ensure accuracy and attention to detail when handling client data, documentation and service requests. Identify areas for process improvement and contribute to enhancing the overall client experience. Escalate issues when necessary while maintaining accountability and ownership of outcomes. Transparent communication with the Client Service Manager around day-to-day activities. Attitude & Approach Demonstrate a positive, “can-do” attitude with a strong sense of responsibility and follow-through. Approach tasks with urgency, initiative and a willingness to go above and beyond. Maintain a calm and solutions-oriented demeanour in challenging situations. Take ownership of tasks and ensure completion without unnecessary delays. Qualifications & Skills: Proven experience in Workflow Planning, Scheduling and Customer service. Strong verbal and written communication skills. Excellent organisational and multitasking abilities. Problem-solving mindset with the ability to make sound decisions. Professional, approachable and team oriented. Proven ability to work in a team environment Experience: Minimum 1-2 years in Workflow Planning, Scheduling and Customer service. Ability to identify risks, analyse operational processes and develop practical solutions. Proficiency in Microsoft Office Suite and any relevant quality or safety management software (CRM). Required Skills & Competencies Strong scheduling, planning and time management skills Excel knowledge Ability to analyse workload trends and forecast capacity needs Keen attention to detail and commitment to data accuracy Strong coordination and communication skills Ability to multitask and work collaboratively across teams whilst managing real-time changes Strong organisational and time management skills Preferred Experience Experience with workforce management or scheduling tools Background in scheduling workloads or jobs for field based staff or sub contractors Competitive salary based on experience 25 days annual leave plus bank holidays Being part of a fast growing business On site parking A great team culture Karntek is an Equal Opportunities Employer. The company is committed to equal employment opportunities regardless of age, sexual orientation, gender, pregnancy, religion, nationality, ethnic origin, disability, race, marital status, medical history, genetic information or parental status. We base all our employment decisions on merit, job requirements and business needs.

Responsibilities

The Workflow Planning Executive is primarily responsible for delivering effective workflow planning and coordination, which includes planning, managing, and monitoring scheduling for both internal teams and external clients to ensure efficient delivery. This role also involves ensuring service delivery meets standards, resolving operational issues promptly, and maintaining accurate scheduling records.