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Facilities Helpdesk Co-ordinator

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London, United Kingdom Brewin Dolphin Full time

**RBC Brewin Dolphin is one of the UK's leading independent providers of discretionary wealth management. We offer award-winning personalised wealth management services that meet the varied needs of over 100,000 account holders, including individuals, charities, and pension funds.**

**We specialise in helping clients protect and grow their wealth by creating financial plans and investment portfolios that meet personal and professional ambitions and aspirations. Our services range from bespoke, discretionary investment management to retirement planning and tax-efficient investing.**

**About this Opportunity**:
We are currently looking for a Facilities Helpdesk Co-ordinator on a **12-month fixed term contract** to support our busy London offices as well as other regional locations as required.

This varied role will support the management of facilities services and processes that strengthen the core business of Brewin Dolphin’s office space and premises.

This position will see you deliver cost-effective solutions, best practices and provide a safe working environment for employees and visitors.

To be successful within this position, you will deliver a high level of customer service and strive for continuous improvement and immediate solutions to dealing with feedback.

**Responsibilities Include**:

- The Facilities Helpdesk Coordinator will be the first point of contact for all Premises and Facilities Management related calls and requests.
- Manage requests end to end in line with KPIs while keeping the requestor informed of progress.
- Escalate risk concerns to management in a timely fashion.
- Assisting with booking in Planned Preventative Maintenance tasks and co-ordinating reactive maintenance tasks.
- Ensure that approved suppliers & vendors are used and liaise with and maintain an effective relationship with internal clients, vendors, contractors, ensuring a joined-up approach.
- Take ownership of the asset management database.
- Administering of Door Access Passes for colleague and managing the starters and leavers process in line with HR and managing agent protocol.
- Building knowledge of common FM Helpdesk requests and what the appropriate responses are using available information & resources.
- Reconciling supplier invoices against contracts/purchase orders. Maintaining invoicing records and providing rational for expenditure variance.
- Assist with P&FM projects as and when required.
- Undertaking key Health & Safety, such as Display Screen Assessor, First Aider & Fire Warden.

Provide support at the local sites as and when required. As detailed below:

- Manual handling work to conduct or oversee office moves and updating floor plans.
- Coordinate, undertake and prepare building deliveries & collections.
- Crest Counter deliveries and monthly reconciliation of invoices
- Archive Management able to archive new items and recall archives as requested ensuring accurate records are maintained throughout. Able to help customers with document retention enquiries.
- Notify Archive owners of archives requiring destruction and manage process from beginning to end.
- Courier bookings - To be organised to meet the job requirements. Able to sense check requests and advise on appropriate service.
- Building checks, actions identified by management to be actioned and closed off across the 3x London sites in line with the KPIs & SLAs.
- Management of consumables & stationery stocks across the 3 sites including ordering thresholds.
- Keeping accurate record of volumes and SLA’s, performance, inputting the data onto the MI sheet.

**Skills**:

- Previous experience working within a Facilities environment ideally two or more years’ experience and hold IWFM FM qualification level 2, or above.
- Previous Helpdesk experience.
- Experience in delivering a consistently high level of customer service.
- Experience liaising with 3rd party service vendors.
- Adaptable and able to deal with the changing needs of the business.
- Experience in problem solving using initiative.
- Proficient in Adobe Acrobat, Microsoft Teams, Outlook, Excel, Word and PowerPoint.
- High level of attention to detail.
- Excellent Communication skills both written & verbal.
- Physically able to occasionally lift/carry loads of up to 25kg.
- Flexible to work overtime and/or weekends as required.

**About you**:
We are looking for people with not only the right skills, but those who demonstrate our values in how they approach their work and colleagues.
**Genuine **- Shows empathy and understanding for the needs of clients and colleagues. Team worker demonstrating trust, respect and integrity.
**Expert **- Applies skills and knowledge to achieve objectives and makes the complex simple. Brings together the right people and grows expertise to get the best results for clients. Seeks continuous improvement.
**Ambitious** - Works hard to be at their best. Embraces change for the better. Strives to do the best for clients and colleagues.

Brewin