Job Specification – Planner/Scheduler
Location: Galway
Reports To: Operations Manager
Contract: Full-time, Permanent
The Company is an industry-leading Irish company providing professional property maintenance and property upgrade services across Ireland.
We are looking to expand our organisation and give someone a great opportunity to work in an ever-changing environment based in our Head office in Galway.
Role Overview
The Planner/Scheduler is responsible for efficiently planning, coordinating, and monitoring reactive and planned maintenance works across residential and/or commercial properties. This role ensures that all jobs are scheduled with the appropriate tradespeople, materials, and timeframes, while maintaining excellent communication with clients, tenants, subcontractors, and internal teams. The Planner/Scheduler plays a key part in ensuring compliance with Irish health & safety standards, service-level agreements (SLAs), and company KPIs.
Key Responsibilities
Work Planning & Scheduling
* Plan and schedule daily, weekly, and monthly maintenance works (both reactive and planned maintenance – PPM).
* Assign jobs to internal trades, mobile maintenance operatives, and subcontractors based on skills, location, and availability.
* Optimise routes and workloads to maximise productivity and reduce travel time.
* Monitor job progress and adjust schedules in real time as emergencies or delays occur.
Coordination & Communication
* Liaise with housing managers, clients, tenants, suppliers, and contractors regarding access, updates, and work completion.
* Provide clear job instructions and documentation to operatives and subcontractors.
* Ensure client communication SLAs are met (acknowledgement, scheduling, completion updates).
Systems & Administration
* Use the company's CAFM/CMMS system, Job Logic, to create, update, and close jobs.
* Maintain accurate records of time, materials, statuses, and client notes.
* Produce daily/weekly reports on job performance, outstanding works, and compliance metrics.
Skills & Competencies
Essential
* Strong organisational and multitasking abilities.
* Excellent communication skills (written and verbal).
* Previous experience in scheduling, facilities management, maintenance coordination, or a similar operational role.
* Proficiency with scheduling/maintenance management software-Job Logic
* Ability to work under pressure in a fast-paced environment.
* Strong problem-solving and decision-making abilities.
* Customer-focused approach with a professional manner.
Desirable
* Knowledge of property maintenance, construction trades, or building services.
* Experience with Irish property management or facilities management regulations.
* Familiarity with subcontractor management and procurement processes.
* Experience working to SLAs within housing, social housing, or commercial property sectors.
Qualifications
* Leaving Certificate or equivalent required.
* Further education in business administration, facilities management, construction management, or a related discipline is an advantage.
* Full working rights in Ireland.
Job Type: Full-time
Pay: €38,000.00-€45,000.00 per year
Work Location: In person