Engineering Scheduler - #2190847

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Role Title: Engineering Scheduler

Business Area: JLL Workplace Management Engineering

Function: Engineering / Contract Management

Reports To: Lead Contract Support

Location: London

Travel Requirement: Static - Onsite

Contract Type: Permanent, Full-Time

Role Purpose:

The Scheduler is a vital operational role responsible for coordinating and optimizing the deployment of engineering resources, managing work schedules, and ensuring efficient allocation of technicians to planned and reactive maintenance activities. This position requires strong organizational skills, technical understanding, and the ability to balance multiple priorities to maximize productivity and service delivery.

Key Responsibilities:

§ Resource Scheduling & Optimization

§ Create and maintain schedules for engineers and technicians

§ Optimize resource allocation to maximize productivity

§ Identify and resolve double-bookings or scheduling overlaps

§ Coordinate work schedules to minimize disruptions and optimize efficiency

§ Negotiate priority when multiple demands compete for the same resources

§ Maintain scheduling documentation and communicate updates to affected parties

§ Assign work and delegate responsibilities based on team capabilities

§ Liaise with vendors or external partners for coordinated scheduling

§ Increase productivity and reduce nonproductivity with "Looking for Work" reports

PPM & Planned Work Management

§ Review PPM schedules with appropriate stakeholders

§ Coordinate PPM activities to ensure compliance with maintenance plans

§ Ensure statutory, mandatory, and routine inspections are scheduled appropriately

Reactive Work Coordination

§ Coordinate immediate response to urgent/emergency callouts

§ Balance reactive demands against planned work schedules

§ Ensure appropriate technician allocation based on job requirements

§ Manage reactive work priorities and escalations

Permit & Safety Coordination (2 tasks)

§ Application for customer permits and management (Safety – Permitting)

§ Ensure all necessary safety measures are in place before issuing permits

Communication & Stakeholder Management

§ Communicate with clients or customers to confirm appointments

§ Liaise with vendors or external partners for coordinated scheduling

§ Communicate updates to customers regarding their requests

§ Maintain effective communication with engineering teams regarding schedule changes

Administrative & Documentation

§ Document solutions and maintain knowledge base articles

§ Maintain accurate scheduling records and audit trails

§ Ensure compliance paperwork is coordinated with scheduled activities

§ Track and report on scheduling metrics and KPIs

Resource Optimization

§ Match technician skills and qualifications to job requirements

§ Consider geographic locations to minimize travel costs

§ Balance workloads to prevent overtime where possible

§ Identify and fill scheduling gaps proactively

Stakeholder Satisfaction

§ Maintain clear communication with clients regarding appointment times

§ Coordinate with vendors and subcontractors for seamless service delivery

§ Respond promptly to scheduling queries and change requests

§ Manage customer expectations regarding appointment availability

Compliance & Safety

§ Ensure all necessary permits are in place before work commences

§ Verify technician competencies match job requirements

§ Schedule work in compliance with safety protocols and regulations

§ Maintain accurate documentation for audit purposes

Systems & Technology

§ Proficiency in CAFM systems (e.g., Corrigo, Maximo, SAP)

§ Advanced scheduling software experience

§ Strong Microsoft Office skills (especially Excel, Outlook)

§ Ability to generate reports and analyse scheduling data

Qualifications & Experience

Essential:

§ Proven 1+ Year experience in scheduling or resource coordination role

§ Strong organizational and multitasking abilities

§ Proficiency with scheduling and CAFM systems

§ Excellent communication skills

§ Understanding of facilities management or field service operations

Desirable:

§ Previous experience in facilities management or property services

§ Knowledge of building services trades and competencies

§ Experience with permit-to-work systems

§ Understanding of PPM and reactive maintenance requirements

§ Customer service experience

Typical Working Conditions

§ Office-based role

§ Standard business hours with occasional extended hours during peak periods or emergencies

§ Fast-paced environment requiring quick decision-making

§ High volume of communications (phone, email, system alerts)

May require occasional out-of-hours support for emergency scheduling