FM Contract Coordinator – PPM & Helpdesk

Dalkia UK; Greater London; On-site; GBP 28,000 - 36,000; Full time

Benefits offered by this job

Competitive salary

25 days' annual leave

Pension scheme

Private medical insurance

Flexible benefits

Job summary

Dalkia UK is hiring for a Contract Support on the Imperial College London contract at Hammersmith. Based on site, you will coordinate planned maintenance, book visits, and ensure timely completion with Planon and other systems.

This busy role requires strong organisation, accuracy in records, and clear communication by phone and email with engineers, subcontractors, and colleagues. You will help manage the helpdesk inbox, generate reports, and support monthly deadlines to keep service delivery

Qualifications

• Experience coordinating maintenance jobs, service visits or work orders in a busy support team.
• Strong organisation and follow-up skills, with the ability to track several tasks and meet deadlines.
• Attention to detail when checking reports, updating systems and maintaining records.
• Confidence handling enquiries by phone and email, and communicating with engineers, contractors and colleagues.
• Good Microsoft Office skills and the ability to learn new job-management systems.

Responsibilities

• Allocate PPM tasks to the appropriate engineers and subcontractors, and coordinate bookings at least one month before the work is due
• Track scheduled work, follow up outstanding tasks and chase engineers and subcontractors for service reports and completion evidence
• Check and upload maintenance records and documentation to Planon and other contract systems
• Complete the administrative closure of PPM jobs in Planon, following SFG20 and contract guidelines, by the sixth working day of the following month
• Record defects and remedial work identified during PPM visits, ensuring the related Planon job reference is captured
• Arrange site access, permit information and parking for engineers and subcontractors in line with Imperial College London procedures
• Monitor the shared inbox, answer helpdesk calls and respond to enquiries or direct them to the appropriate colleague
• Produce operational reports and support the Lead Contract Support with subcontractor orders, invoice queries and other contract administration
• Work closely with engineers, supervisors, subcontractors and colleagues to keep PPM activity on track, and provide cover for reactive contract support when needed

Skills

Organisational skills

Coordination

Communication

Microsoft Office

Attention to detail

Tools

Planon CAFM

SFG20

Job description

Dalkia UK is hiring for a Contract Support on the Imperial College London contract at Hammersmith. Based on site, you will coordinate planned maintenance, book visits, and ensure timely completion with Planon and other systems.

This busy role requires strong organisation, accuracy in records, and clear communication by phone and email with engineers, subcontractors, and colleagues. You will help manage the helpdesk inbox, generate reports, and support monthly deadlines to keep service delivery