Facilities Helpdesk Administrator

Allscreens Nationwide Ltd; Wickford; On-site; GBP 35,000 - 40,000; Full time

Benefits offered by this job

Overtime opportunities

Training and development

Career progression

Supportive environment

Job summary

Allscreens Nationwide Ltd in Wickford, Essex is seeking an experienced Facilities & Maintenance Administrator to join a busy Help Desk team. The role is full-time and office-based, with occasional overtime.

You will coordinate maintenance works from instruction to completion, schedule engineers, raise POs, and maintain accurate CAFM records while liaising with clients and suppliers.

Qualifications

• Experience in facilities management, maintenance coordination or Help Desk operations.
• Strong organisational and time-management skills.
• Experience using CAFM systems or willingness to be trained.
• Proficient in MS Word, Excel, Outlook.
• Excellent written and verbal communication.
• Independent and team-oriented work approach.

Responsibilities

• Manage incoming maintenance requests via telephone, email and client portals.
• Schedule engineers and close completed jobs.
• Raise and track purchase orders and RAMS.
• Log and update work requests in CAFM system.
• Coordinate access with clients, contractors and suppliers.
• Monitor jobs to ensure progress within timescales.
• Provide support to the Help Desk team as needed.

Skills

Facilities management experience

Help Desk experience

Organisational skills

Time-management

MS Office (Word, Excel, Outlook)

Tools

CAFM systems

Microsoft Office

Job description

My client, a well-established facilities and maintenance provider, is looking for an experienced Facilities & Maintenance Administrator to join their busy Help Desk team based in Wickford, Essex.

This is an excellent opportunity for an experienced professional with a background in facilities management, maintenance coordination or Help Desk operations to join a successful and supportive organisation, with opportunities for development and career progression.

Reporting to the Help Desk Manager, you will play a key role in coordinating maintenance works from initial instruction through to completion. You will be responsible for scheduling works, liaising with clients, contractors and suppliers, monitoring outstanding jobs and ensuring all systems and records are accurate and up to date.

- Monday to Friday, 8:30am – 5:00pm

- Full-time

- Office-based

- Overtime available and must be willing to work occasional Out of Hours- Paid as overtime

Key Responsibilities

• Manage incoming maintenance requests via telephone, email and client portals.
• Scheduling Engineers and closing down completed jobs
• PPMS and Raising Purchase Orders
• Log and update work requests accurately within the CAFM system.
• Allocate reactive and planned maintenance jobs to the appropriate trades, contractors and suppliers.
• Coordinate appointments and arrange site access with clients, contractors and suppliers.
• Monitor jobs from initial instruction through to completion, ensuring works are progressed within agreed timescales.
• Maintain accurate and detailed job notes throughout the lifecycle of each work order.
• Liaise with suppliers and contractors to obtain quotations, provide updates and chase outstanding works.
• Raise purchase orders and arrange required permits, RAMS and supporting documentation.
• Ensure quotations, job updates, reports and relevant documentation are uploaded accurately to the CAFM system and client portals.
• Coordinate Handyman and Electrical PPM works, ensuring schedules and client requirements are met.
• Monitor outstanding works and proactively follow up on any delays or issues.
• Provide support to the wider Help Desk team with day-to-day operational requirements.
• Work collaboratively with colleagues and participate in cross-training to ensure effective team coverage.

Skills & Experience

• Previous experience within a facilities management, maintenance, Help Desk or service coordination environment.
• Strong organisational and time-management skills, with the ability to manage multiple priorities.
• Experience using CAFM systems would be advantageous, although training can be provided.
• Good working knowledge of Microsoft Office, particularly Word, Excel and Outlook.
• Excellent written and verbal communication skills.
• Strong problem-solving and critical-thinking abilities.
• A professional and customer-focused approach.
• Ability to work independently while also contributing effectively as part of a team.
• Proactive approach with the ability to take ownership of tasks and see them through to completion.

What’s on Offer

• £35,000 per annum
• Overtime opportunities
• Monday to Friday, office-based position
• Training and ongoing development
• Career progression opportunities
• Supportive and collaborative working environment
• Opportunity to join a well-established facilities and maintenance organisation