Help Desk Administrator

GM Recruitment; Greater London; On-site; GBP 25,000 - 34,000; Full time

Job summary

GM Recruitment is seeking a proactive Help Desk Administrator to join a busy Maintenance team in London. You will coordinate engineers, manage reactive maintenance requests and keep clients informed throughout the process.

Ideal candidates have 2+ years in admin, good literacy/numeracy, strong organisation, and a proactive approach to chasing outstanding actions and maintaining service levels.

Qualifications

• A minimum of 2 years' experience in a similar administrative role.
• Experience within maintenance or facilities maintenance is desirable.
• A good general standard of education; no specific formal qualification is required.
• Excellent literacy and numeracy skills.
• Strong organisational and time-management skills.
• A punctual, reliable and proactive approach.
• Clear communication skills and the confidence to communicate with clients, contractors and engineers.
• An assertive and confident approach to chasing outstanding actions and maintaining service levels.

Responsibilities

• Provide day-to-day administrative support to the Contracts Managers and Maintenance team.
• Act as the first point of contact for reactive maintenance requests, logging, allocating and tracking jobs through to completion.
• Schedule reactive and help desk call-outs across multiple contracts, coordinating engineers and subcontractors.
• Actively chase updates on open jobs and ensure clients are kept informed of progress.
• Monitor the shared maintenance inbox continually, filing and actioning incoming emails appropriately to maintain a low-backlog standard.
• Maintain accurate records, spreadsheets and Work in Progress (WIP) information.
• Raise purchase orders and invoices as required.
• Complete, process and file SVRs.
• Create and maintain asset registers within the CAFM system, ensuring records support compliance requirements.
• Book and coordinate contractor service visits with contractors and clients to ensure sites remain compliant.
• Assist with compiling and distributing the weekly engineer planner.
• Carry out general administrative duties to support the smooth running of the Maintenance function.

Skills

Communication skills

Time management

Organisational skills

Multitasking

Attention to detail

Education

General education

Tools

Microsoft Excel

Microsoft Word

Microsoft Outlook

Microsoft PowerPoint

CAFM software

Job description

Help Desk Administrator

Maintenance & Construction

Location: London

Hours: Monday to Friday, 8:00am 5:00pm

Hours per week: 40 hours

Employment type: Permanent

The Opportunity

We are looking for an organised and proactive Help Desk Administrator to join a busy Maintenance team in London.

This is an excellent opportunity for an experienced administrator who enjoys working in a fast-paced environment, coordinating engineers and contractors, managing reactive maintenance requests and ensuring clients are kept informed throughout the process.

You will provide essential administrative support to the Contracts Managers and Maintenance team, helping to ensure that reactive works, planned visits and service requests are efficiently scheduled, tracked and completed.

Key Responsibilities

• Provide day-to-day administrative support to the Contracts Managers and Maintenance team.
• Act as the first point of contact for reactive maintenance requests, logging, allocating and tracking jobs through to completion.
• Schedule reactive and help desk call-outs across multiple contracts, coordinating engineers and subcontractors.
• Actively chase updates on open jobs and ensure clients are kept informed of progress.
• Monitor the shared maintenance inbox continually, filing and actioning incoming emails appropriately to maintain a low-backlog standard.
• Maintain accurate records, spreadsheets and Work in Progress (WIP) information.
• Raise purchase orders and invoices as required.
• Complete, process and file SVRs.
• Create and maintain asset registers within the CAFM system, ensuring records support compliance requirements.
• Book and coordinate contractor service visits with contractors and clients to ensure sites remain compliant.
• Assist with compiling and distributing the weekly engineer planner.
• Carry out general administrative duties to support the smooth running of the Maintenance function.

About You

We are looking for someone who is highly organised, confident and able to manage multiple priorities in a busy maintenance environment.

You will ideally have:

• A minimum of 2 years' experience in a similar administrative role.
• Experience within maintenance or facilities maintenance is desirable.
• A good general standard of education; no specific formal qualification is required.
• Excellent literacy and numeracy skills.
• Strong organisational and time-management skills.
• A punctual, reliable and proactive approach.
• Clear communication skills and the confidence to communicate with clients, contractors and engineers.
• An assertive and confident approach to chasing outstanding actions and maintaining service levels.

IT & Systems Skills

You should be comfortable using:

• Microsoft Excel
• Microsoft Word
• Microsoft Outlook
• Microsoft PowerPoint
• Internet-based systems
• CAFM software

Experience using CAFM systems and working with maintenance help desk processes would be particularly advantageous.

The Opportunity

This is a great opportunity to join an established and highly respected building and maintenance contractor, playing an important role within the Maintenance team.

You will help coordinate reactive works, support engineers and contractors, maintain compliance and deliver a responsive service to clients across some of London's most notable buildings.

If you have experience in maintenance administration, facilities management or a similar help desk environment and are looking for your next opportunity, we'd love to hear from you.