Grounds Helpdesk Coordinator

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., 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

Do you have experience in Microsoft Office?, * 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

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