Job Description

Planning & Scheduling Team Leader

Overall responsibility for the effective regional planning and scheduling of drivers and vehicles to maximise payload utilisation for vehicle collections and deliveries. Lead and manage a team of planners and schedulers within the allocated region, overseeing day-to-day operations to ensure efficient resource allocation, cost-effective driver management and strict compliance with all relevant legal and operational requirements. Drive team performance and ensure the effective coordination of regional planning and scheduling activities to maximise operational efficiency and consistently achieve contractual Service Level Agreements (SLAs).

Key Responsibilities:

• Lead and oversee the day-to-day regional planning and scheduling of vehicle collections and deliveries, ensuring routes are cost-effective, payload capacity is maximised and geographically compatible work is allocated efficiently.
• Lead, manage and develop a team of planners and schedulers within the allocated region, providing clear direction, setting expectations and ensuring individual and team objectives align with regional and business requirements.
• Monitor regional workloads through internal systems, ensuring drivers and vehicles are assigned to the correct work, priorities are managed appropriately and available resources are utilised effectively.
• Plan and schedule loads and routes that deliver the best commercial outcomes for the company, working collaboratively with internal stakeholders to minimise vehicle downtime, maximise fleet utilisation and maintain service levels.
• Take responsibility for the regional subcontracting function, ensuring subcontractors are effectively utilised to support operational requirements, supplement the company’s own fleet capacity and meet regional collection and delivery demands.
• Manage the allocation and scheduling of work to subcontractors within the region, ensuring appropriate capacity, geographical coverage, cost-effective utilisation and achievement of contractual Service Level Agreements (SLAs).
• Oversee the onboarding, approval, performance monitoring and auditing of subcontractors within the region, ensuring compliance with company standards, operational requirements and relevant contractual obligations.
• Monitor subcontracting costs, capacity and performance, identifying opportunities to improve efficiency, control expenditure and maximise the commercial benefits of using subcontractors alongside the company’s own fleet.
• Build and maintain effective working relationships with subcontractors and internal stakeholders to ensure sufficient capacity is available to meet regional demand, resolve operational issues and maintain continuity of service.
• Monitor subcontractor performance against agreed KPIs and SLAs, addressing service failures and performance concerns promptly and escalating significant issues where appropriate.
• Take responsibility for the regional recruitment process, working with the People Team and relevant stakeholders to identify resourcing requirements, attract suitable candidates, conduct interviews and ensure effective onboarding and integration of new employees.
• Develop talent within the team by identifying skills gaps, supporting training and development, coaching individuals and creating opportunities for progression and succession planning.
• Manage employee performance through regular reviews, objective setting, feedback and performance improvement plans where required, recognising strong performance and addressing underperformance promptly and fairly.
• Manage employee relations (ER) matters within the region, including attendance, absence management, conduct, capability, grievances and disciplinary matters, in line with company policies and procedures and in consultation with the People Team where appropriate.
• Manage team attendance, resource planning and staffing availability, ensuring appropriate cover is maintained for annual leave, sickness and other planned or unplanned absences.
• Promote a positive, inclusive and accountable team culture, encouraging engagement, collaboration, continuous improvement and high standards of customer service.
• Oversee the preparation and organisation of driver run schedules, including the coordination and authorisation of overtime, early starts, late finishes and weekend working in conjunction with Transport Managers, ensuring compliance with applicable drivers’ hours, break and rest-period regulations.
• Liaise with Transport Managers to coordinate driver availability, manage driver absence and arrange shift cover in accordance with agreed departmental procedures
• Maintain accurate daily records of vehicles collected, delivery and collection instructions, work allocation and other relevant operational data to support effective planning, scheduling and performance monitoring.
• Ensure all run schedules are accurate and supported by the necessary documentation, collection and delivery details, maps and special instructions before drivers depart.
• Maintain effective communication with drivers and operational colleagues throughout the day to confirm collection and delivery schedules, respond to queries, resolve operational issues and minimise disruption to planned activities.
• Monitor, analyse and report on regional operational performance through KPIs and management reports generated from internal systems, identifying areas for improvement and implementing actions to achieve operational, commercial and service delivery targets.
• Take accountability for regional performance against agreed KPIs, budgets and service levels, ensuring effective use of resources, cost control and continuous improvement across planning, scheduling and subcontracting activities.
• Proactively identify and resolve issues that may affect service delivery, vehicle utilisation, team performance, subcontracting costs or contractual SLAs, escalating significant concerns to the relevant Transport Manager or other appropriate stakeholders.
• Ensure regional planning, scheduling and subcontracting activities comply with relevant legislation, company policies, operational procedures, contractual requirements and health and safety standards.
• Work collaboratively with the other Regional Planning & Scheduling Team Leaders and relevant operational stakeholders to promote consistency, share best practice and support the overall performance of the wider UK planning, scheduling and subcontracting function.
• Undertake any other duties as may reasonably be required, commensurate with the grade and responsibilities of the post.

Person Specification Skills & Experience Required

• Minimum 3 years experience in Transport planning & Scheduling ideally within vehicle logistics or a similar transport operation.
• Experience of leading, managing or supervising a team, including setting objectives, monitoring performance and supporting employee development.
• Experience working in a busy, fast-paced and pressured operational environment, managing competing priorities and changing demands.
• Experience of planning and scheduling drivers, vehicles, loads and routes to maximise utilisation and operational efficiency.
• Experience of managing subcontractors, including work allocation, performance monitoring, cost control and service delivery.
• Experience of recruitment, onboarding, attendance management, performance management and employee relations processes.
• Experience of managing operational costs, improving efficiency and identifying commercial opportunities

Knowledge

• Good IT skills, including confidence using operational systems, transport planning software, Microsoft Office and reporting tools.
• Excellent knowledge of the UK road network and geographical locations.
• Knowledge of drivers' hours, breaks and rest-period requirements and relevant transport legislation.
• Understanding of subcontractor management, commercial cost control and service-level performance.
• Understanding of people management practices, including recruitment, employee development, performance management and employee relations.
• Knowledge of KPI reporting, performance analysis and continuous improvement techniques.

Qualifications/Certificates/Education

Essential

• Good standard of general education, including GCSE-level English and Maths or equivalent.

Desirable

• Relevant management, leadership or transport-related qualification.
• IOSH qualification.

Personal Qualities/Other

• Strong leadership skills, with the ability to motivate, engage and develop a team.
• Excellent organisational skills and the ability to prioritise workloads effectively under pressure.
• Ability to work independently, use initiative and make sound operational decisions.
• Strong communication and interpersonal skills, with the ability to build effective relationships with colleagues, drivers, subcontractors and stakeholders.
• Commercially aware, with a focus on cost control, productivity, fleet utilisation and service delivery.
• Strong problem-solving and decision-making skills, with the ability to respond effectively to operational challenges.
• Accountable and results-driven, with a commitment to achieving KPIs, contractual SLAs and regional objectives.
• Flexible and adaptable, with the ability to respond to changing workloads and operational requirements.
• Fair, consistent and professional approach to people management, including handling sensitive employee matters appropriately.
• Collaborative approach, with the ability to work effectively with other Regional Planning & Scheduling Team Leaders to achieve consistent standards across the wider operation.
• Commitment to continuous improvement, high standards of compliance and excellent customer service.

IAA

IAA Holdings, LLC (IAA), a Ritchie Bros. Auctioneers company (NYSE: RBA) and (TSX: RBA), is a trusted global marketplace for insights, services, and transaction solutions for commercial assets and vehicles. Leveraging leading-edge technology and focusing on innovation, IAA’s unique platform facilitates the marketing and sale of total-loss, damaged and low-value vehicles.