Resource Planning Manager

Job DescriptionRole: Reporting to the Head of Property, this position has responsibility to lead and manage the strategic planning and allocation of resources across the business to ensure the efficient and timely delivery of key operational activities, including AGMs, EGMs, property inspections, communications, invoicing, and administrative tasks.Main responsibilities: Operational Planning & Scheduling:Develop and maintain annual and quarterly resource plans to manage:1,100 Annual General Meetings (AGMs)1,100 Extraordinary General Meetings (EGMs)4,400 Property Inspections200,000 Emails50,000 Phone CallsCoordinate scheduling with property managers, administrative staff, and external stakeholders.Workforce Management:Forecast staffing needs and allocate workloads to ensure service levels are met.Monitor productivity and adjust plans to accommodate peak periods, such as quarterly invoicing and annual leave coverage.Collaborate with HR to manage leave calendars and ensure adequate coverage.Process Optimisation:Identify inefficiencies in scheduling, communication handling, and administrative workflows.Implement tools and systems (e.g., scheduling software, CRM platforms) to streamline operations.KPIs: Track KPIs related to meeting delivery, inspection completion, communication response times, and administrative task turnaround.Provide regular reports to senior management with insights and recommendationsSpecific skills, capabilities & requirements: Liaise with internal teams (finance, legal, property managers) to align resource planning with business priorities.Ensure clear communication of schedules and expectations across departments.Proven experience in resource or operations planning, preferably in property management or a service-based industry.Strong analytical and organisational skills.Excellent communication and interpersonal skills.Ability to manage multiple priorities under pressure.Strategic ThinkingAttention to DetailProblem SolvingLeadership & Team CoordinationAdaptabilityTime ManagementExperience with property management systems.Knowledge of Scottish property law and meeting protocols.Project management certification (e.g., PRINCE2, PMP) preferred.Proficiency in workforce management tools and Microsoft Office Suite.Minimum 3 years experienceBenefits: Fully paid staff lunch once a monthx4 hour back vouchers per yearComplimentary birthday off every yearEmployee loan schemeGroup Life InsuranceAnnual performance-based bonusAdditional complimentary festive leaveEnhanced parental leaveSalary Sacrifice Pension SchemeHybrid working available on completion of probationFixed-term contract (12-months)

Created: 2025-07-03