Facilities Helpdesk Coordinator

Grosvenor House Group Limited; Kettering; On-site; GBP 25,000 - 30,000; Full time

Job summary

A leading facilities management company in Kettering seeks a dedicated Helpdesk Administrator to manage maintenance tasks using their CAFM system. This role requires strong communication and customer service skills, along with proactive management of reactive and planned maintenance activities. Join a team committed to excellence and the welfare of all clients.

Qualifications

• Demonstrated experience in a facilities management helpdesk environment.
• Strong working knowledge of CAFM systems (e.g. Maximo, Concept).
• Proactive in chasing engineers and subcontractors for updates.

Responsibilities

• Act as the first point of contact for all reactive and planned maintenance tasks.
• Maintain and cleanse data within the CAFM system.
• Produce weekly helpdesk reports and support the Contract Manager.

Skills

Communication

Customer Service

Attention to Detail

Data Management

Proactivity

Tools

CAFM Systems

Job description

We are looking for a dedicated, site-based Helpdesk Administrator to manage and monitor the CAFM system. This role ensures reactive and planned maintenance tasks are properly assigned, chased, and closed down, all while meeting strict SLA requirements to avoid KPI penalties.

Key Responsibilities:

• Act as the first point of contact for all reactive and planned preventative maintenance (PPM) tasks
• Produce open work reports for helpdesk activities
• Maintain and cleanse data within the CAFM system
• Engage with clients regarding outstanding work orders
• Raise and receipt purchase orders for works and goods
• Ensure timely payments by confirming deliveries and services from suppliers
• Liaise with subcontractors and suppliers to resolve queries
• Carry out a range of administrative duties, including:
• Processing engineer timesheets
• Supporting the Contract Manager with data for monthly client reports
• Taking meeting minutes
• Producing weekly helpdesk reports
• Collating domestic audit documentation

About You:

• Demonstrated experience in a facilities management helpdesk environment
• Excellent communication and customer service skills
• Strong working knowledge of CAFM systems (e.g. Maximo, Concept)
• Experience planning, scheduling, and assigning both reactive and PPM tasks
• Confident in liaising with clients to coordinate site access and works
• Capable of raising and receipting purchase orders for materials, parts, and services
• Experienced in engaging with subcontractors for both reactive and scheduled works
• Proactive in chasing engineers and subcontractors for updates and completion paperwork
• Comfortable logging calls and updating job statuses within the CAFM system
• Strong attention to detail with a commitment to meeting SLA and KPI targets

About Us:

At GFM we pride ourselves on service, innovation and the ongoing relationships we have with our client. We are not simply a facilities management company.

By building lasting relationships with over 100 clients GFM have become one of the countries leading FM companies.

We offer a full spectrum of FM services, including maintenance, cleaning, catering, security, horticulture, environment and energy.

Which can be delivered as a single line or a tailored bundle, but what GFM do best is offer fully integrated bespoke solutions.

Safeguarding Statement:

Grosvenor House Group is committed to safeguarding and promoting the welfare of children and vulnerable adults. As part of our safer recruitment process, all candidates will be subject to pre-employment checks, including reference checks and an enhanced DBS disclosure.

We welcome applications from all sections of the community and are committed to promoting diversity and equality in the workplace.