Facilities Helpdesk Coordinator / Operations Coordinator

Foxleys; Biggin Hill; On-site; GBP 35,000 - 40,000; Full time

Benefits offered by this job

Competitive salary

Company pension

28 days annual leave

Ongoing training

Career progression

Friendly team

Modern office

Free on-site parking

Company events

Job security

Job summary

Foxleys is looking for an organised Facilities Helpdesk Coordinator to join our busy operations team in Caterham, Surrey. You’ll coordinate reactive maintenance works from report to completion, communicating with clients, engineers and suppliers to keep every job moving smoothly.

This role suits someone who thrives in a fast-paced office, with excellent customer service, strong organisation and the ability to juggle multiple priorities. DOE salary reflects experience.

Qualifications

• Previous experience within a facilities management, maintenance or construction environment.
• Excellent telephone manner and strong customer service skills.
• Excellent organisational and communication skills with the ability to prioritise a busy workload.
• Good IT skills and the ability to work as part of a team.

Responsibilities

• Manage the helpdesk phone line and shared email inbox.
• Log maintenance requests onto The BigChange system.
• Raise and allocate jobs to engineers and schedule reactive and planned works.
• Liaise with engineers and suppliers; update clients with progress reports.
• Organise engineer diaries and coordinate materials with suppliers.
• Raising purchase orders and ensuring all job information is up to date.

Skills

Facilities management

Customer service

Organisational skills

Communication

IT skills

Teamwork

Telephone manner

Prioritisation

Tools

The BigChange system

CAFM

Job description

Facilities Helpdesk Coordinator / Operations Coordinator

Location: Caterham, Surrey
Salary: £35,000 £40,000 DOE
Contract: Full Time, Permanent

Join Foxleys

Foxleys is a well-established commercial building maintenance and refurbishment contractor delivering planned and reactive fabric maintenance services across London and the South East.

Working with some of the UK's largest managing agents, including Savills, CBRE, Cushman & Wakefield, JLL and Knight Frank, we pride ourselves on delivering exceptional customer service, rapid response times and high-quality workmanship.

Due to continued growth, we are looking for an organised and proactive Facilities Helpdesk Coordinator to become a key member of our operations team.

This is an exciting opportunity for someone who thrives in a fast-paced environment, enjoys problem solving and takes pride in delivering excellent customer service.

The Role

You’ll be at the heart of our business, coordinating reactive maintenance works from the moment they're reported through to completion.

You’ll communicate with clients, engineers and suppliers throughout the day, ensuring every job is managed efficiently while delivering the highest levels of customer service.

No two days are ever the same.

Key Responsibilities

• Managing the helpdesk phone line and shared email inbox
• Logging maintenance requests onto The BigChange system
• Raising and allocating jobs to engineers
• Scheduling reactive and planned maintenance works
• Liaising with engineers throughout the day regarding attendance, progress and completion
• Organising engineer diaries to maximise efficiency
• Ordering and coordinating materials with suppliers
• Updating clients with progress reports and job updates
• Building strong relationships with commercial managing agents including Savills, CBRE, Cushman & Wakefield and other blue-chip clients
• Monitoring outstanding jobs to ensure service level agreements (SLAs) are achieved
• Uploading photographs, reports and completion information
• Raising purchase orders where required
• Ensuring all job information is accurate and up to date
• Assisting with quotations and follow-up works
• Supporting the Operations Manager with day-to-day scheduling and workload planning

About You

We’re looking for someone who is highly organised, calm under pressure and enjoys working in a busy office environment.

You’ll be confident communicating with customers, engineers and suppliers and able to juggle multiple priorities throughout the day.

Essential

• Previous experience within a facilities management, maintenance or construction environment
• Excellent telephone manner
• Strong customer service skills
• Excellent organisational skills
• Ability to prioritise a busy workload
• Good IT skills
• High attention to detail
• Excellent communication skills
• Ability to work as part of a team

Desirable

• Experience using The BigChange system
• Experience using CAFM or job management software
• Previous Helpdesk or Scheduling experience
• Knowledge of commercial building maintenance
• Experience working with managing agents

What We Offer

• Competitive salary (£35,000 £40,000 DOE)
• Company pension
• 28 days annual leave including bank holidays
• Ongoing training and development
• Career progression opportunities
• Friendly and supportive team
• Modern office environment
• Free on-site parking
• Company events
• Long-term job security with an established business operating since 1993

Why Join Foxleys

At Foxleys, we believe our people are our greatest asset. We invest in our team, encourage progression from within and provide a supportive working environment where everyone contributes to the success of the business.

You’ll become part of a close-knit operations team responsible for delivering maintenance services to some of the UK's most prestigious commercial properties, with every day bringing new challenges and opportunities.