Administrative Officer (Scheduler)

This role is responsible for working closely with key customers in the practice to forward plan resource requirements, correspond resource needs with availability, as well as working with others to share information, ideas, workloads, and apply a consistent best practice planning framework across the business.  Key areas of responsibility include business unit resource coordination consisting of resource planning, resolving conflicts and monitoring availability and resource shortages through EY’s Resource Management System (Retain).  Resource Coordinators are responsible for providing reporting to the business unit, including weekly chargeability reports and monthly forecasts.

Responsibilties:

Responsibilities will include but are not limited to:

• Monitor and process planning requests and adjustments submitted by engagement personnel, analysing and challenging planning where relevant.


• Monitor availability, conflict bookings and resource shortages.


• Coordinate the annual year end planning process.


• Analyse and challenge engagement metrics to ensure appropriate allocation of business unit resources.


• Prioritise client bookings where appropriate.


• Prepare weekly utilisation and chargeability reports and analyse for inconsistencies and investigate/challenge as necessary.


• Prepare monthly forecasts and analysis for the business unit.


• Maintain annual headcount projection information.


• Assist in the education of client servicing personnel on the resourcing process.


• Liase with Learning and Development for the scheduling of resources to training


• Maintenance of counsellor and buddy information in the Lead system


• General admin and other related duties – data entry, timesheet monitoring, locker allocation

To Qualify for this role, you will need: 

• Proficiency in Microsoft applications


• Intermediate - Advanced Excel skills


• Experience working closely with large groups of people in a professional service-oriented environment (workforce planning or previous resource planning is advantageous, but not essential)


• A key interest in resource management and driving best practices


• An understanding of the basic financial drivers and key KPI’s of a professional services firm – particularly around production and utilisation or a proven aptitude to learn in this area

 You will directly to the Operations Manager and maintains close liaison with:

• Members of the resource team and relevant Operations Managers


• Internal Assurance management up to and including the Sector Leader (Partner) and staff.


• This role will require the flexibility to work some overtime when required


• Candidate must be able to work in a connected environment where face-to-face communications with their peer group and primary contacts is not always possible.


• As a client support role the majority of time would be spent within the EY offices.