Facilities Helpdesk & Scheduling Specialist

G.S. Stothers Smoke Ventilation Specialists Ltd.; Newtownards; Hybrid; GBP 24,000 - 30,000; Full time

Job summary

G.S. Stothers Smoke Ventilation Specialists Ltd. in Newtownards is seeking an experienced Facilities Helpdesk Coordinator to join our family‑run team.

You will oversee the day‑to‑day operations of the FM helpdesk and CAFM system, log, allocate and track maintenance requests, and ensure timely updates to clients across Northern Ireland and the UK. The role requires GCSE English and Maths, at least three years in a similar support role, strong IT skills (Excel) and CAFM/CMMS experience.

Qualifications

• GCSEs (or equivalent) in English and Maths at Grade C/4 or above.
• Minimum of three years' experience in a helpdesk, scheduling, coordination or administrative role within Facilities Management or maintenance.
• Strong organisational skills with the ability to manage multiple priorities in a busy environment.
• Excellent written and verbal communication skills.
• Confidence communicating with clients, engineers, suppliers and colleagues.
• Strong IT skills, including Microsoft Excel.
• Experience using CAFM/CMMS or other job-management software.
• Good attention to detail and proactive problem-solving.

Responsibilities

• Oversee day-to-day operation of the Facilities Management helpdesk and CAFM system.
• Log, allocate and track reactive and planned maintenance requests.
• Escalate issues and provide timely client updates.
• Coordinate engineer diaries and schedules across client sites.
• Plan workloads considering travel, urgent calls and priorities.
• Support Planned Preventative Maintenance programmes and compliance deadlines.
• Prepare and issue quotations for additional works.
• Produce regular reports on job volumes, SLA performance and backlog.

Skills

GCSE English

GCSE Maths

3+ years experience

Excellent communication

Strong IT skills

Excel

CAFM/CMMS

Experience coordinating engineers

Education

GCSEs English & Maths (C/4+)

Tools

CAFM/CMMS

Excel

WorkPal/Wrike (advantage)

Job description

G.S. Stothers Smoke Ventilation Specialists Ltd. in Newtownards is seeking an experienced Facilities Helpdesk Coordinator to join our family‑run team.

You will oversee the day‑to‑day operations of the FM helpdesk and CAFM system, log, allocate and track maintenance requests, and ensure timely updates to clients across Northern Ireland and the UK. The role requires GCSE English and Maths, at least three years in a similar support role, strong IT skills (Excel) and CAFM/CMMS experience.