Helpdesk Coordinator

6 days ago


London, United Kingdom paretofm Full time

Job Title: Helpdesk Coordinator

Reporting To: Helpdesk & Compliance Manager

Salary: 30000 per annum DOE

40 HPW

Job Overview:
The Helpdesk Coordinator is a key role contributing to the overall operations of the account.

Key Responsibilities:

Helpdesk Operations:

  • Monitor the Facilities Helpdesk email inbox promptly logging all incoming service requests or issues.
  • Actively manage and track open jobs ensuring timely updates are provided by engineers and subcontractors.
  • Allocate tasks to engineers based on job requirements and urgency maintaining effective workflows.
  • Allocate planned preventative maintenance (PPM) tasks to engineers ensuring timely and efficient completion.
  • Coordinate remedial actions following site inspections or compliance audits.
  • Follow up on outstanding jobs to ensure they are resolved within agreed service level agreements (SLAs).

Procurement and Financial Administration:

  • Raise purchase orders (POs) for engineers and team members as required ensuring procurement policies are followed.
  • Ordering of parts or materials as required.
  • Assist with preparing and submitting quotes to clients ensuring accuracy and clarity.
  • Process invoices and update spends trackers maintaining alignment with financial budgets.

Compliance and Documentation:

  • Scan and organise compliance documentation for both inhouse staff and subcontractors ensuring all records are accurate and up to date.
  • Review compliance documentation for completeness flagging any discrepancies or issues to the Technical Site Managers or Compliance Manager.
  • Maintain training records for engineers ensuring all certifications and qualifications are current and compliant.

Administrative Support:

  • Log and reconcile monthly overtime records ensuring approval from Line Manager or the Account Manager.
  • Act as a central point of communication between team members subcontractors and clients ensuring smooth operation of workflows.
  • Generate regular reports on job statuses compliance updates and financial summaries as required.
  • Any other reasonable requests

Required Skills and Experience:

  • Previous experience in a similar role ideally within facilities management.
  • Strong organisational and time management skills with the ability to handle multiple priorities.
  • Excellent communication and interpersonal skills with the ability to collaborate effectively with a range of stakeholders.
  • Proficiency in using Microsoft applications (eg. Word Excel)
  • Some knowledge of health and safety regulations.
  • A detailoriented approach with strong problemsolving skills and a proactive attitude towards improving processes.


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