Facilities Helpdesk Administrator

BD Trading Partnership; London Borough of Barking and Dagenham; On-site; GBP 28,000 - 36,000; Full time

Job summary

BD Group in London is seeking a proactive Facilities Helpdesk Administrator to join the team. You will act as the first point of contact for facilities enquiries, providing comprehensive administrative support to the Assets & Capital Commissioning Team and ensuring an efficient, modern helpdesk service.

You’ll liaise with building managers, contractors and internal colleagues to manage requests, coordinate works, maintain records and deliver a professional service experience.

Qualifications

• English and Maths qualification.
• Experience in a facilities management or maintenance helpdesk environment.
• Experience developing and maintaining administrative processes.
• Experience acting as a first point of contact for facilities issues with a proactive approach.

Responsibilities

• Acting as the primary contact for facilities and maintenance enquiries.
• Managing calls, gathering relevant details, resolving issues where possible or allocating tasks appropriately.
• Handling enquiries and complaints in a professional and timely manner.
• Raising orders, supporting inspections and ensuring quality standards.
• Referring to mechanical and electrical records and repair histories.
• Submitting requests for planned preventative maintenance.
• Recording enquiries and ensuring timely follow-up actions.
• Producing letters, memos and reports.
• Taking accurate notes and minutes during meetings.
• Conducting research and preparing statistical information when required.
• Maintaining filing systems (manual and electronic).
• Distributing reports, agendas and related documentation.
• Processing invoices, purchase orders and petty cash.
• Maintaining financial records and supporting administrative processes.
• Developing and improving administrative procedures.

Skills

IT skills

Organisational skills

Multi-priority management

Communication

Problem solving

Attention to detail

Education

English and Maths qualification

Tools

Microsoft Excel

Microsoft Word

PowerPoint

Outlook

Teams

Job description

We are looking for a proactive and highly organised Facilities Helpdesk Administrator to join our team.

As a Facilities Helpdesk Administrator, you’ll act as the first point of contact for facilities enquiries, providing comprehensive administrative support to the Assets & Capital Commissioning Team and ensuring an efficient, modern, and effective helpdesk service.

You’ll liaise with building managers, site representatives, contractors and internal colleagues to manage requests, coordinate works, maintain accurate records, and ensure a positive and professional service experience.

You will be passionate about delivering excellent customer service, maintaining strong administrative systems, and supporting best practice across the facilities function.

As part of our team, you will work collaboratively with stakeholders, supporting the Compliance Manager and wider division. Responsibilities include:

• Acting as the primary contact for facilities and maintenance enquiries.
• Managing calls, gathering relevant details, resolving issues where possible or allocating tasks appropriately.
• Handling enquiries and complaints in a professional and timely manner.
• Raising orders, supporting inspections (pre/post) and ensuring quality standards.
• Referring to mechanical and electrical records and repair histories.
• Submitting requests for planned preventative maintenance.
• Recording enquiries and ensuring timely follow-up actions.
• Producing professional letters, memos and reports.
• Taking accurate notes and minutes during meetings.
• Conducting research and preparing statistical information when required.
• Maintaining clear and organised filing systems (manual and electronic).
• Collating information and distributing reports, agendas and related documentation.
• Processing invoices, purchase orders and petty cash.
• Maintaining financial records and supporting administrative processes.
• Developing and improving administrative procedures.

Qualifications, skills & experience:

Qualifications:

• English and Maths qualification.

Experience:

• Experience in a facilities management or maintenance helpdesk environment.
• Experience developing and maintaining administrative processes.
• Experience acting as a first point of contact for facilities issues with a proactive approach.

Skills & Abilities:

• Strong IT skills with good knowledge of Microsoft Excel, Word, PowerPoint, Outlook and Teams.
• Excellent organisational skills with ability to manage multiple priorities.
• Strong administration and accurate record-keeping.
• Effective communication and interpersonal skills across all levels.
• Strong customer focus with the ability to use initiative.
• Confident in engaging with key clients and stakeholders.
• High attention to detail and accuracy.
• Ability to work independently and under pressure.
• Personal resilience and strong problem-solving capability.

Working Arrangements:

• Full-time (36 hours per week), Monday to Friday
• Permanent

About Us:

We are a facilities services company delivering a range of services to public and private sector clients across London and the Southeast, with ambitions to expand further. Our mission is to help communities live, work and grow by delivering high-quality, safe services rooted in an understanding of local needs.