Facilities Maintenance Coordinator

OCS; West Yorkshire; On-site; GBP 28,000 - 36,000; Full time

Benefits offered by this job

Wagestream pay access

OCS Academy training

Retail perks app

Job summary

OCS UK & Ireland is seeking a Helpdesk operator / Work Scheduler to manage CAFM system tasks and prioritise incoming reactive work within contract SLAs. You will load and disseminate PPM tasks and allocate work to engineers efficiently.

You'll monitor daily job statuses, chase deadlines, raise purchase orders, and liaise with sub-contractors and client representatives. Strong admin, communication, and planning skills are essential for success.

Qualifications

• Experience in the operation of a CAFM 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

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

Skills

CAFM system

Help desk experience

Administrative support

MS Word

MS Excel

Customer service

Planning & organising

Team working

Communication skills

PC applications

Tools

CAFM software

Job description

• 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.
• 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.
• Running Ad Hoc CAFM reports at request of Operations Manager
• 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

About The Role

• 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

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)

Equal Opportunities Statement

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.