Job Description

Background:

Totalis is a private company that has been delivering consistent high-quality solutions for over 20 years to clients in the UK and Ireland.

Totalis has developed a one-stop shop approach for clients who require a comprehensive solution to their property portfolio. Providing high quality solutions to Build, Fit Out and Facilities Management requirements ensures that Totalis is uniquely positioned to add value to projects of any scale.

Job Summary

The Scheduler will be responsible for planning, organising, and coordinating work schedules and resources to ensure efficient allocation and timely completion of projects. The Scheduler will be detail-oriented, capable of multitasking, and have strong communication skills to manage workflow and respond to last-minute changes in project schedules.

Key Responsibilities

Scheduling & Coordination

: Develop and maintain schedules for projects, coordinating resources, materials, and personnel to meet project timelines.

Engineer Efficiency

: Ensuring scheduling is

Resource Allocation

: Ensure optimal use of resources by coordinating personnel assignments and ensuring that equipment and materials are available as required.

Client & Stakeholder Communication

: Serve as a point of contact for clients and stakeholders to communicate updates on schedules, timelines, and any changes.

Performance Tracking

: Monitor project progress, report delays or changes, and implement adjustments to meet project requirements.

Documentation & Reporting

: Maintain accurate records of schedules, resource allocation, and project status. Prepare and distribute daily, weekly, and monthly reports as needed.

Problem Resolution

: Proactively address scheduling conflicts, resolve issues, and communicate with team members to maintain smooth operations.

Health & Safety Compliance

: Ensure all scheduling aligns with company health and safety policies and procedures.

Requirements

Experience

: Minimum of 2-3 years of experience in scheduling or project coordination, ideally within the construction, or maintenance sector.

Education

: Bachelor's degree in Business, Project Management, Operations, or related field (or equivalent experience).

Technical Skills

: Proficiency in scheduling software (e.g., MS Project, Primavera, or other relevant tools). Strong Excel skills are essential.

Soft Skills

: Exceptional organisational skills, attention to detail, and the ability to prioritise tasks under time constraints. Strong verbal and written communication skills.

Person Specification

Qualifications and Experience

Essential:

Proven experience in scheduling, coordination, or an administrative role. Experience in a customer service or client-facing environment.

Desirable:

Relevant qualifications or training in business administration, logistics, or a related field. Previous experience in a field service environment (e.g., engineering, maintenance, healthcare). Familiarity with project management principles.

Skills and Abilities

Essential:

Excellent organisational and time-management skills, with the ability to prioritise and manage competing demands. Strong attention to detail to ensure accuracy in scheduling and resource allocation. Effective communication skills, both verbal and written, for interacting with staff, clients, and external partners. Ability to adapt to changes quickly and respond effectively to last-minute requests or emergencies. Problem-solving skills and a proactive approach to address potential scheduling conflicts.

Desirable:

Strong analytical skills for optimising schedules and resources. Proficiency in MS Office Suite, especially Excel, for reporting and tracking schedules. Personal Attributes Essential: High level of patience and professionalism, especially when managing conflicting priorities. Positive, can-do attitude with a focus on supporting teams and meeting client needs. Reliable and trustworthy, with the ability to work independently and as part of a team. Proactive, with a willingness to improve processes for greater efficiency. Ability to remain calm under pressure and handle last-minute changes.

Additional Requirements

Essential:

Willingness to undergo further training if necessary, particularly in scheduling software and tools.
Job Types: Full-time, Permanent

Pay: 28,000.00 per year

Benefits:

Casual dress Company car Company events Company pension Free parking On-site parking Paid volunteer time Referral programme
Schedule:

Day shift Monday to Friday
Work Location: In person