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Fm Helpdesk Administrator

7 months ago

Basildon, United Kingdom RNW Group Full time

Company name: RNW Holdings Ltd

Job Title: FM Helpdesk Administrator

Reporting to (position) : Helpdesk Manager

**Salary**: £25,000 circa per year (Mon - Fri 9am - 6pm)

Our values and behaviours

An individual's belief in our values and behaviours is as important as their technical and/or professional know how which is why our Job Descriptions are written with these in mind.

Job objectives and responsibilities
- To provide an effective and efficient helpdesk and administration service to FM Services, including being the first point of contact for all FM queries and requests.
- To operate and update the FM systems used to manage and control all FM activities

Main duties and accountabilities
- Provide comprehensive administrative support to FM Services ensuring that work is completed accurately, effectively and efficiently so that the office runs smoothly at all times.
- Operate the helpdesk function and act as the first point of contact for the department, dealing with queries and job requests logging and updating details on the FM management system
- Escalating incidents to the FM team, the helpdesk and contracts manager and third parties as detailed in the escalation procedure to ensure prompt resolution.
- Produce and distribute, as required, documents, reports and information in a timely manner consistent with the clients requirements and company standards of efficiency and accuracy.
- Create and maintain manual and computer records and files, including PPM and reactive maintenance systems, such that records are up to date and information can be accessed readily.
- Take minutes of meetings and circulate agendas so that contents of meetings are accurately recorded and circulated and participants and others informed.
- Maintain diaries; arrange appointments, meetings, travel and accommodation as required.
- Type and compose letters on matters as required in order to support the efficient administration of FM Services.
- Screen incoming communications, answer routine questions, take messages and/or refer on to internal contact.
- Undertake financial administration as required including initiating Purchase Orders and verifying Invoices in line with company standards.

Person Specification
- Previous relevant administrative experience is required.
- Experienced in operating FM management systems is desirable

Communication
- Is confident, clear, accurate and to the point when sharing/giving information
- Maintains eye contact when communicating
- Asks questions and probes to gain relevant information
- Summarises key relevant points
- Seeks clarification when necessary
- Listens to and carefully reads instructions and information

Is discreet and maintains confidentiality of information

Is polite and tactful
- Checks theirs and others understanding
- Adjusts language to the demands of the situation
- Uses non-verbal communication constructively and effectively

Planning and Organising
- Is organised and structured in approach
- Prioritises and manages own time effectively
- Organises and plans own workload
- Completes tasks on time, meets deadlines

Decision Making
- Obtains checks and understands all relevant and available facts before drawing a conclusion
- Recognises the need to take action
- Uses basic rules, common sense and past experience to identify problems
- Recognises when a current situation is like a past situation
- Understands how own tasks relate to wider framework
- Assesses situations objectively

Change Orientation/Flexibility
- Is open to change and is flexible
- Is willing to try out different ideas, solutions, technologies and working practices/methods
- Adapts to changing requirements and priorities
- Quickly picks up new ideas and ways of working
- Supports and assists with implementation of new ideas
- Maintains effectiveness during rapidly changing situations or priorities
- Makes suggestions to improve practices, systems and procedures at work
- Questions existing methods constructively with the aim of improving service delivery

Resilience/Drive
- Picks up problems, takes the initiative and deals with them without unnecessarily passing upwards
- Consistently delivers what is required to deadline
- Recognises importance of meeting objectives
- Bounces back after setbacks
- Keeps difficulties in perspective
- Accepts challenging work
- Seeks feedback on performance and constructively accepts it
- Evaluates own performance
- Accepts responsibility for own development

This job description Is intended to give the post holder an appreciation of the role envisaged for this position and the range of duties undertaken. Specific tasks and objectives will be agreed with the post holder throughout the period of employment. The job description may be varied from time to time by the Company to reflect changes in the post holder's role and/or the needs of the business.

Flexibility to cover weekends when required

**Salary**: From £20,000.00 per year

**Benefits**:

- Company events
- Co