Facilities Helpdesk Specialist — CAFM & PPM

Dalkia UK (Scotland); Glasgow; On-site; GBP 21,000 - 26,000; Full time

Job summary

Dalkia UK in Glasgow is seeking an organised administrator to support the facilities contracts within the MTS FM Operation. You will handle Help Desk administration, process maintenance data, manage worksheets, and liaise with engineers and service providers daily.

The role requires fast typing, experience in Facilities Management administration, and proficiency with CAFM systems and Office 365, especially Excel.

Qualifications

• GCSE (or equivalent) in Maths and English.
• Typing speed of at least 50 wpm.
• Experience in Facilities Management administration.
• Proficient in CAFM systems and Office 365, particularly Excel.

Responsibilities

• Perform day-to-day administration related to the Help Desk Facility as directed by the Helpdesk Supervisor.
• Take pre-authorised actions to resolve issues and ensure smooth operations.
• Assist in compiling various reports and communicate daily with engineers and service providers.
• Ensure accurate completion and updating of worksheets, both electronically and manually.
• Log and categorize incoming calls according to Help Desk Operating Procedures.
• Support office duties while understanding and meeting contractual obligations.
• Log, schedule, and program all Pre-Planned Maintenance (PPM) tasks for facilities contracts.
• Issue, receive, and input maintenance information into systems like Concept Evolution or other CAFM software.
• Act as a single point of contact for customers, technical staff, support staff, and management via the Help Desk.
• Proactively follow up on work orders and update information in databases.
• Manage purchase orders and assign subcontractor workloads.
• Efficiently process service provider and supplier invoices, addressing any queries as needed.
• Provide typing and administration support, as required.
• Offer telephone support using the 8x8 software system.
• Prepare and draft documentation, such as quotations and contractor reports.
• Operate computer-based records management systems, like Concept Evolution.
• Serve as a central information source, handling customer queries professionally.

Skills

Facilities Management administration

Typing 50 wpm

Education

GCSE Maths and English

Tools

CAFM systems

Office 365

Excel

Job description

Dalkia UK in Glasgow is seeking an organised administrator to support the facilities contracts within the MTS FM Operation. You will handle Help Desk administration, process maintenance data, manage worksheets, and liaise with engineers and service providers daily.

The role requires fast typing, experience in Facilities Management administration, and proficiency with CAFM systems and Office 365, especially Excel.