About the Role
The Grounds Scheduler is a central, office-based role within our Service Centre team. You will be the operational backbone of the grounds maintenance department — coordinating schedules, supporting field teams, and acting as the primary point of contact between clients and the business for all grounds-related activity.
This is a hands-on coordination role that suits someone who is naturally organised, forward-thinking, and comfortable managing a high volume of moving parts. You will get to know our sites, our clients, and our teams inside out, and you will play a key part in making sure everything runs smoothly day to day.
Key Responsibilities
Scheduling & Operations
- Plan and manage the day-to-day schedule for all grounds maintenance teams
- React to changes — weather, absences, site issues — and adjust plans accordingly
- Coordinate vehicle and equipment bookings, and manage repair and maintenance schedules
- Manage team holiday requests and ensure adequate cover at all times
- Keep job records accurate and up to date across internal systems
Client & Contract Management
- Serve as the first point of contact for client queries relating to grounds services
- Build and maintain strong working relationships with clients, ensuring they feel comfortable coming to you directly
- Support the management team at client meetings, providing operational updates and relevant detail
- Develop a thorough understanding of each client contract — scope, frequencies, requirements, and any site-specific considerations
- Identify contract issues or gaps before they become problems and flag proactively
Commercial & Administrative Support
- Assist with the preparation of quotes for grounds maintenance work
- Process and manage orders for materials, equipment, and subcontractors
- Maintain accurate records across scheduling, compliance, and client correspondence
- Liaise with external partners and suppliers as required
- Support the wider Service Centre team with general administration
Systems & Reporting
- Work confidently across multiple internal systems and software platforms
- Keep scheduling, job management, and client records current and well maintained
- Produce reports and summaries for management as required
- Identify opportunities to improve processes and make suggestions accordingly
What We're Looking ForSkills & Experience
- Previous experience in a scheduling, coordination, or operations administration role
- Background in quoting or estimating, ideally within grounds, facilities, or a related field
- Strong customer service skills — confident on the phone and in writing, and good at building rapport
- Technically capable: comfortable using job management systems, Microsoft Office, and picking up new software quickly
- High attention to detail with the ability to manage multiple priorities simultaneously
Personal Qualities
- Proactive and forward-thinking — you spot potential issues before they escalate
- Good memory for detail: you will get to know our sites, addresses, and client preferences and retain that knowledge
- Calm under pressure and adaptable when plans change
- A natural communicator who builds trust with both clients and colleagues
- Self-motivated and takes ownership of their workload
- A team player who is happy to help wherever needed
Working Arrangements
This is a full-time, office-based role working from our Service Centre. Standard working hours apply, with occasional flexibility required around client meetings or operational demands.
Pay: £28,000.00-£30,000.00 per year
Work Location: In person
