Help Desk Administrator

Equation Recruitment Ltd; Greater London; On-site; GBP 26,000 - 32,000; Full time

Benefits offered by this job

25 days annual leave

Life Assurance

Pension Scheme

Cycle to Work

Mental Health Support

Employee Assistance Programme

Occupational Health

Professional Development

Refer a Friend

Discretionary Bonus

Job summary

Equation Recruitment Ltd is seeking a Help Desk Administrator to join a fast-paced Central London team. This office-based role runs 8:00am-5:00pm, 40 hours per week, and the successful candidate will be the first point of contact for incoming requests, ensuring jobs move smoothly and clients stay informed.

The role requires strong organisation, confidence in communication, and familiarity with CAFM software and Microsoft Office tools.

Qualifications

• Minimum 2 years in an administrative/coordinator role.
• Excellent literacy and numeracy skills.
• Strong attention to detail and ability to manage multiple priorities.
• Confident communication style.
• Experience with Excel, Word, Outlook, PowerPoint and the Internet.
• CAFM software experience would be beneficial.

Responsibilities

• Coordinate requests and support the wider management and maintenance team.
• Schedule reactive call-outs across contracts, coordinating engineers.
• Log, allocate and track jobs from initial request to completion.
• Chase updates on outstanding jobs and keep clients informed.
• Manage shared inbox and file emails appropriately.
• Maintain accurate records, spreadsheets and WIP information.
• Raise purchase orders and invoices and complete related docs.
• Create and maintain asset registers using a CAFM system.
• Book contractor visits with clients and contractors.
• Assist with weekly engineer planners.
• Support team with general administration as needed.

Skills

Organisation

Communication

Time management

Attention to detail

Tools

CAFM software

Job description

Help Desk Administrator

Central London | Full-time | Office-based | 8:00am-5:00pm | 40 hours per week

Be the person who keeps everything moving.

Are you an organised, confident administrator who enjoys being at the heart of a busy operation?

We're looking for a Help Desk Administrator to join a fast-paced team in Central London. This is a key coordination role where you'll be the first point of contact for incoming requests, keeping jobs moving, people informed and the day-to-day operation running smoothly.

If you're naturally organised, confident communicating with people and take pride in keeping on top of the details, this could be a great opportunity to take the next step in your career.

What you'll be doing

You'll play a central role in coordinating requests, supporting the wider team and ensuring everything is tracked through to completion.

Your responsibilities will include:

• Providing administration support to the wider management and maintenance team
• Scheduling reactive call-outs across multiple contracts, coordinating engineers and subcontractors
• Logging, allocating and tracking jobs from initial request through to completion
• Chasing updates on outstanding jobs and keeping clients informed
• Monitoring and managing a shared inbox, ensuring emails are actioned and filed appropriately
• Maintaining accurate records, spreadsheets and work-in-progress information
• Raising purchase orders and invoices and completing relevant documentation
• Creating and maintaining asset registers using a CAFM system
• Booking and coordinating contractor service visits with clients and contractors
• Assisting with the preparation and distribution of weekly engineer planners
• Supporting the team with general administration as required

What we're looking for

We're looking for someone who is highly organised, dependable and confident dealing with a variety of people.

You'll ideally have:

• At least 2 years' experience in a similar administrative/coordinator role
• Excellent literacy and numeracy skills
• Strong attention to detail and the ability to manage multiple priorities
• A confident and assertive communication style
• Excellent organisational and time-management skills
• Good working knowledge of Excel, Word, Outlook, PowerPoint and the Internet
• Experience using CAFM software would be beneficial
• Previous experience in a maintenance/facilities environment would be advantageous

Most importantly, you'll be someone who takes ownership, communicates clearly and enjoys making sure things get done.

What's on offer?

Alongside a varied and important role, you'll have access to a range of benefits, including:

• 25 days' annual leave plus bank holidays
• Life Assurance
• People's Pension Scheme
• Cycle to Work Scheme
• Access to a Mental Health First Aider
• Employee Assistance Programme
• Occupational Health Support
• Professional Development opportunities
• Refer a Friend Scheme
• Discretionary Bonus

The opportunity

This is more than an administration position. You'll be at the centre of a busy team, coordinating people, information and jobs while building valuable experience in a professional working environment.

If you're ready for a role where your organisation skills, communication and ability to keep things moving will genuinely make a difference, we'd love to hear from you.

Right to Work: Applicants must have the right to work in the UK