Facilities Helpdesk Administrator

3 days ago

London, United Kingdom KCE FM Limited Full time

**JOB SUMMARY**:
To action all requirements as instructed by the Directors, Contracts Managers, and Help Desk Supervisor in a timely, accurate, efficient and client-focused manner, and work within our Help Desk to serve our many clients with the highest standard of professionalism and the responsive service that they very rightly deserve. Also, to liaise with and lend support to fellow KCE FM staff.

**MAJOR DUTIES**:
Work in accordance with and demonstrate compliance in operating the Company’s Integrated Management Systems and our contractual and legal compliance procedures.

To prepare all required correspondence as requested by the Help Desk Supervisor including, but not limited to client quotations, correspondence, subcontract orders and site attendances, the commercial and contractual control of our contracted works, contractor correspondence, communication, planning and control of contract orders, RAMS, compliance and planned site attendances, setting up new contracts, renewal contracts, correspondence with in-house staff, subcontractors and clients, raise subcontractor and supplier purchase orders, book site attendances, scheduling site attendances with the attending engineer, as well as updating and maintaining records on clients’ systems and KCE FM’s systems.

Duties will include the co-ordination and facilitation of new tenders, contract initialisation, contract renewals, and contract completions - including management of the Minor Works module in PLANET FM Enterprise (or other system as chosen by KCE FM), together with the preparation of reports for maintenance contract meetings.

Ensure all subcontractors have the necessary insurance(s), qualification(s) and/or accreditation to legally and competently carry-out the works by obtaining the necessary certificates pertaining to the subcontractor’s engineer (or whoever carries out the works) and validating the same in order for KCE FM to remain compliant with Health & Safety regulations. Store copies of said certificates on KCE FM’s system.

To liaise with clients, KCE FM managers, staff, and sub-contractors as instructed for all site attendances.

To enter/log all surveys and quotations required as noted by KCE FM staff and subcontractors managing the same from inception to completion.

To log and progress all remedial works required as noted by engineers following a maintenance visit.

To follow-up with engineers and sub-contractors that planned works have been carried out, and to ensure all reports, etc. are received.

To ensure that KCE FM’s systems (e.g. Planet FM Enterprise) and Elogbooks (or other client portals) are reviewed to ensure all SLA’s are met and contract compliance is achieved.

To review and challenge (where necessary) all costs to ensure the orders placed are cost effective, contractually compliant, and within budget.

To check and validate subcontractors’ and/or suppliers’ invoices immediately upon receipt, and then authorise the same for processing by the Accounts team.

To prepare and administer client invoices immediately upon completion of all works.

To carry out any task as may reasonably be requested in order to assist with the smooth running and progression of the business.

**Salary**: £26,000.00-£27,500.00 per year

**Benefits**:

- Company pension
- Life insurance
- Private medical insurance

Schedule:

- Day shift
- Monday to Friday
- No weekends

COVID-19 considerations:
We have screens fitted within the office, as well as having a Co2 monitoring system installed to ensure the office is well ventilated at all times, this is supported by a mechanical ventilation system to ensure we are doing all we can to fight Covid 19

Ability to commute/relocate:

- London, E14 9RP: reliably commute or plan to relocate before starting work (required)

**Experience**:

- Help desk: 1 year (required)

Reference ID: Helpdesk Indeed/1

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