Resource Planner and Contracts Admin

Are you a highly organised administrator with strong planning and coordination skills? We are looking for a proactive Resource Planner & Contracts Administrator to join a busy Service & Maintenance team, ensuring engineers, materials, and resources are deployed efficiently whilst delivering outstanding customer service. This is an excellent opportunity for someone who enjoys working in a fast-paced environment, coordinating multiple tasks, managing service contracts, liaising with customers and engineers, and ensuring both planned and reactive works are delivered successfully.

About the Role

As a Resource Planner & Contracts Administrator, you will play a key role in the day-to-day coordination of maintenance contracts and reactive service works. You will be responsible for scheduling engineers, managing planned preventative maintenance (PPM) contracts, coordinating materials, maintaining accurate records, and ensuring customers are kept informed throughout the process.

Working closely with engineers, customers, third-party contractors, warehouse teams, and internal departments, you will help maximise operational efficiency whilst maintaining exceptional service standards.

Benefits

• Salary circa £30,000
• Company pension scheme
• Ongoing training and development
• Supportive and collaborative team environment
• Career progression opportunities
• Varied and fast-paced role
• Opportunity to work closely with customers and operational teams

Key Responsibilities

• Create, maintain, renew, and administer service and maintenance contracts
• Ensure planned preventative maintenance (PPM) visits are scheduled and completed in line with contractual requirements
• Schedule engineers and third-party contractors for reactive and planned maintenance works
• Allocate resources effectively based on engineer skill sets, location, availability, and customer requirements
• Manage engineer diaries to maximise utilisation and operational efficiency
• Coordinate the dispatch and delivery of materials, tools, and equipment required for service visits
• Monitor the progress of reactive and planned maintenance jobs, taking ownership of outstanding actions through to completion
• Keep customers regularly updated regarding job progress, engineer attendance, and any delays
• Process estimate acceptances and raise purchase orders where required
• Ensure all completed jobs are accurately closed and prepared for invoicing within agreed timescales
• Update customer asset records, service documentation, and internal systems to ensure data accuracy
• Chase outstanding job sheets and documentation from engineers and subcontractors
• Produce reports relating to outstanding jobs, contracts, engineer utilisation, and service performance
• Monitor parts deliveries and arrange return visits where necessary
• Maintain customer portals and ensure all information is current and accurate
• Produce engineer timesheet reports and support payroll administration processes
• Liaise with customers, engineers, subcontractors, warehouse teams, and internal stakeholders to ensure seamless service delivery
• Respond promptly to customer enquiries, resolving issues professionally and escalating where appropriate
• Support contract retention by delivering excellent customer service and building strong client relationships
• Assist with continuous improvement initiatives and identify opportunities to improve efficiency and profitability
• Provide support across the wider Service & Maintenance department when required

About You

• Previous experience in resource planning, scheduling, service coordination, contract administration, or a similar role
• Excellent organisational and time management skills
• Strong communication and customer service abilities
• Experience coordinating engineers, contractors, or field-based teams
• Ability to manage multiple priorities in a fast-paced environment
• High levels of accuracy and attention to detail
• Strong problem-solving skills and a proactive approach
• Good IT skills and confidence using business systems
• The ability to build positive relationships with both customers and colleagues