Job Description

Scheduling Coordinator

Are you looking for a new challenge in 2026?

We are currently inviting applications for interviews in January.

Position Overview

Velway are a national facilities management company operating across the UK, managing a diverse portfolio of properties including commercial offices, care homes, retails and leisure, and residential accommodation.

Further information can be found at www.velway.co.uk.

Due to continued company growth, we are seeking a Scheduling Coordinator to join our Head Office team based at Nostell Priory Business Estate..

About the Role

We are seeking a highly organised and proactive Scheduling Coordinator to join our Helpdesk team. In this role, you will manage the diaries of internal engineers, ensuring reactive maintenance, planned preventative maintenance (PPM), and project works are allocated efficiently and safely. You will also support the Helpdesk during peak periods and act as the key communication link between engineers, the Helpdesk, and Project Managers.

Key Responsibilities

Engineer Scheduling & Allocation

Assign internal engineers to reactive and PPM work based on skill set, availability, workload, and location.

Prioritise internal labour to maintain safe and cost-effective job delivery.

Build daily and weekly schedules that minimise travel time and maximise productivity.

Provide engineers with complete job details and update schedules in real-time as reactive tasks arise.

Coordination With Helpdesk & Project Managers

Work closely with the Helpdesk to allocate reactive tasks quickly.

Schedule engineers for project works and small works tasks.

Balance resource requirements between reactive needs and project commitments.

Communicate schedule updates promptly to all affected parties.

Diary, Job & System Management

Allocate and manage tasks using Simpro and CAFM systems.

Maintain accurate job information, including access details, dates, times, and notes.

Monitor job status, progress, delays, and completion.

Ensure all changes are recorded accurately in the system.

Tracking Engineer Activity & Performance

Use trackers and internal systems to monitor engineer location and progress.

Identify avoidable downtime and follow up with engineers as required.

Ensure productive, efficient, and safe working practices.

Report performance issues to management.

Quoting & Materials

Prepare and process quotes up to 500.

Order required materials and liaise with suppliers.

Ensure cost-effective procurement and timely delivery of materials.

Reporting Responsibilities

Monthly Reporting to the Board:

Volume of internal engineer jobs completed.

Engineer utilisation and efficiency.

Driver monitoring insights.

Areas for improvement or resource concerns.

Operational Reporting:

Highlight shortages, conflicts, and operational risks.

Communication with Engineers & Contractors

Act as main point of contact for engineer scheduling.

Maintain positive, professional communication always.

Identify trends causing delays or inefficiencies.

Recommend process improvements.

Identify when additional resources are needed.

Helpdesk Support

Assist the Helpdesk during peak workloads.

Log jobs, support client communication, and help maintain smooth operations.

Core Competencies

Excellent organisational and planning skills.

Ability to manage multiple schedules simultaneously.

Strong communication skills across internal teams.

High accuracy and attention to detail.

Calm and effective in a fast-paced environment.

Strong problem-solving ability.

Understanding of engineering skill sets and FM tasks.

Job Type: Full-time

Pay: 28,000.00-100,000.00 per year

Benefits:

Free parking On-site parking
Work Location: In person