Facilities Maintenance Coordinator

OCS Group; Sheffield; Hybrid; GBP 22,000 - 28,000; Full time

Benefits offered by this job

Award-winning employer

OCS Academy training

Employee discounts

Wagestream pay option

Job summary

OCS UK & Ireland is seeking a proactive Helpdesk operator / Work Scheduler to manage CAFM tasks, prioritise incoming reactive work, and coordinate the engineering workforce to meet contract SLAs. You will prepare and distribute PPM tasks, monitor progress, and produce regular reports while maintaining clear client communication.

The role operates Monday to Friday, 08:00–17:00, in Sheffield. A strong admin background with MS Office skills and experience in a helpdesk environment is essential for

Qualifications

• Experience with CAFM systems is advantageous; training provided.
• Strong MS Word and Excel skills required.
• Previous helpdesk experience is beneficial.
• Proven experience providing administrative support.
• Knowledge of filing and record-keeping processes.
• Customer-focused service skills essential.
• Excellent verbal and written communication.
• Able to plan, organise and work with minimal supervision.
• Flexible and adaptable to changing priorities.
• Team player with collaborative approach.

Responsibilities

• Helpdesk operator and work scheduler for CAFM system and SLAs.
• Receive and prioritise incoming reactive tasks per contract SLAs.
• Prepare, load and distribute PPM tasks.
• Distribute work to engineering teams efficiently.
• Monitor job status daily and re-prioritise as needed.
• Produce reports daily, weekly and monthly.
• Monitor completion times and chase as required.
• Liaise with engineers on job completions.
• Raise purchase orders and liaise with sub-contractors.
• Input job status updates and share completion information.
• Keep clients informed as required by contract.
• Handle telephone calls and general filing.
• Maintain records and run CAFM reports on request.

Skills

CAFM knowledge

MS Office (Word/Excel)

Helpdesk experience

Administrative support

Filing & record keeping

Customer service

Communication skills

Planning & organising

Adaptability

Team work

General PC skills

Tools

CAFM system

Job description

About The Role:

Working Pattern:

Monday - Friday 08:00 - 17:00

Duties & Responsibilities:

• Helpdesk operator / Work Scheduler – CAFM System.
• Receiving and prioritising incoming Reactive tasks in accordance with contract specific SLAs.
• Preparing, loading and disseminating PPM tasks.
• Distributing work efficiently to the correct engineering workforce.
• Monitoring the status of all jobs on a daily basis and reassigning priorities as required.
• Preparing and distributing reports to the required frequencies: daily, weekly, monthly;
• Monitoring the completion time of jobs and chasing.
• Liaising with engineers regarding job completions.
• Raising purchase orders.
• Liaising with sub-contractors.
• Chasing sub-contractor Service Reports and actuals.
• In putting job status updates, comments, reports and completion information
• Ensuring the Client / Customers is kept informed in accordance with agreed / contractual requirements.
• Taking telephone calls and distributing.
• General filing.
• Record keeping.
• Running Ad Hoc CAFM reports at request of Operations Manager

Key Challenges:

• To meet agreed contractual deadlines – Contract SLAs;
• Continued communication with engineers, sub-contractors and Client representatives to meet SLAs;
• Provide administrative support to the operational team;
• Work as part of a small team to deliver and appropriate service

Skills & Knowledge:

• Experience in the operation of a CAFM (Computer Aided Facilities Management) system would be an advantage. Training will be given
• Excellent PC skills and the use of MS Office in particular MS Word and MS Excel
• Experience in a Help desk environment would be a distinct advantage
• Proven experience in providing administrative support.
• A good knowledge of administrative disciplines including filing and record keeping
• Customer Awareness – highly focused customer service skills
• Excellent Communication skills both oral and written
• Confidence and credibility to deal with colleagues at all levels
• Planning & Organising – self motivated and able to work without supervision
• Flexibility/Adaptability – adapts quickly to changing priorities/plans
• Team Working
• General knowledge in use of PC applications – word, excel, e-mail

About The Company:

OCS UK & Ireland is a leading facilities management company with 50,000+ colleagues and a turnover in excess of £2bn. We deliver innovative, award-winning services within facilities management, hard services, cleaning, security and catering.

Our mission is to make people and places the best they can be for our colleagues, customers and the communities we serve. Our commitment to doing business the right way is rooted in our TRUE values -Trust, Respect, Unity, and Empowerment.

Why Work for OCS?

• Award-Winning Employer: Ranked 36th on Glassdoor’s Best Companies to Work For 2025 — we value and motivate our people.
• Digital Learning: The OCS Academy offers digital courses and resources to help you build skills and grow your career.
• Retail Perks: With our Hapi app, you can gain access to exclusive discounts, rewards and wellbeing resources.
• Professional Growth: 600+ live learners across UK&I — Empowering colleagues with further development and qualifications!
• Flexible Pay: Access a portion of earned wages before payday with our Wagestream App! (Contract Specific)

We are an equal opportunities employer and rely on a diverse workforce with a broad range of knowledge, skills, and backgrounds to deliver our goals. We offer an inclusive and welcoming environment and actively encourage applications from all individuals regardless of race, gender, nationality, religion, sexual orientation, disability, or age.