Helpdesk Coordinator

5 days ago

London, United Kingdom paretofm Full time

**Job Title**: Helpdesk Coordinator

**Reporting To**: Helpdesk & Compliance Manager

**Salary**:£30,000 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**:

- 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 in-house 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.
- Some knowledge of health and safety regulations.
- A detail-oriented approach with strong problem-solving skills and a proactive attitude towards improving processes.

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