Helpdesk and Front of House Coordinator VA2971

Anabas (UK 2) Ltd; Greater London; On-site; GBP 18,000 - 25,000; Part time

Benefits offered by this job

33 days annual leave

Employee Assistance Programme

Cycle to Work scheme

Recognition and Reward scheme

Company events

Aviva Digital GP service

Training and development opportunities

Subsidised gym membership

Healthy snacks and drinks

Job summary

Anabas (UK 2) Ltd in London (White City) is seeking a proactive Helpdesk and Front of House Coordinator. This permanent role covers reception, call handling via Teams, and on-site coordination with facilities and contractors.

You will manage visitor flow, coordinate events, log requests in QFM CAFM, and produce monthly reports. Strong customer service, organisation, and IT skills are essential; 30 hours per week, Monday to Friday, 10:00 to 16:00.

Qualifications

• Excellent customer service and organisational skills.
• Strong communication and IT proficiency with MS Office and CAFM systems.
• Reliable, self-motivated and able to manage multiple priorities.

Responsibilities

• Manage high volumes of calls and emails via Teams and Office 365, coordinate client requests with onsite teams.
• Plan and coordinate internal events, liaise with hospitality vendors and clients.
• Log and track client requests in the QFM CAFM system, ensuring SLA alignment and timely resolution.
• Coordinate with engineers, facilities and FOH teams to schedule work and update records.
• Prepare quotations and monthly reports; manage purchase orders in Sage.

Skills

Communication skills

Organisational skills

IT proficiency

Customer service

Tools

Office 365

QFM CAFM system

Sage

Job description

Helpdesk and Front of House Coordinator VA2971

Client Service Coordinator - Hours:Monday to Friday, 10:00am to 4:00pm 30hrs p er week

Contract: Permanent role.

Location: London - White City

• This p osition combines both Helpdesk and Reception responsibilities that requires e xcellent customer service and organisational skills.

AtAnabas, our vision is simple: to provide forward-thinking Facilities Management solutions with passion, delivering a world-class service tailored to the unique needs of our diverse client base.

The Role

You will provide a professional, friendly and proactive service. You will build and develop an excellent working relationships with the client, wider facilities team and third party contractors.

You will provide:

• Visitor management and front of house duties including a comprehensive reception service and s witchboard attendance,
• The delivery of a consistent exemplary customer experience.
• Event coordination
• Support to the day to day operations through collaboration with the Anabas on site engineers, facilities, cleaning and front of house teams.
• Administration and of client requests, monthly reporting and product purchase orders using Sage.

About You

We’re looking for someone who is proactive, professional, and highly organised. You’ll thrive in a busy environment, balancing priorities while keeping customer service at the heart of everything you do.

Key Responsibilities:

• Managing high levels of incoming calls via Teams and emails via Office 365, ensuring prompt responses in line with contractual agreements, and coordinate client requests with relevant onsite teams. Effectively comply emails in a corporate environment and problem solve requests with efficiency.
• Planning and coordinating internal events, collaborating with external hospitality vendors. Meet with clients, gathering details to then populate on spreadsheets for overview.
• Accurately log client requests on CAFM system called QFM, ensuring they are assigned to the correct SLA and assign to correct team for a timely resolution.
• Work closely with engineers, facilities assistants, audio-visual teams, cleaning staff, FOH team and contractors to schedule work, monitor progress, and update QFM records accordingly.
• Ordering necessary materials and equipment to support day-to-day operations.
• Prepare and submit accurate quotations on behalf of the FM team, ensuring they meet the required SLA timeframe
• Create and finalise client and internal reports in QFM, ensuring all data is accurate and complete.
• Assist in reviewing contractor documentation (insurance, training certifications, risk assessments) and coordinate site attendance with site leads.
  
• Maintain regular communication with the internal FM team and the central helpdesk team based in Darlington.
• Assist in meetings and facilitate effective communication with key stakeholders to ensure smooth collaboration.
• Ensuring that all incoming calls for the client business are handled efficiently and courteously.
• Arranging transport facilities, including local travel arrangements and taxis.
• Develop and maintain an effective client relationship.
• Meet and greet visitors in a friendly and personable way.
• Helpdesk call and mail box management- Answering callers and email requests or enquiries accordingly and in line with contractual arrangements.
• Logging client requests on QFM, ensuring they are accurately logged and assigned to the correct SLA, delivery team or contractor.
• Management of purchase ordering on SAGE. Raising Purchase order & completing accurate goods receipting of invoices as required.
• Monthly reporting on statutory and mandatory compliance of PPMs
• Be prepared to participate in an on call rota in conjunction with the central helpdesk.
• Previous office experience in a similar role
• Strong communication skills, able to manage customer expectations
• Excellent organisational skills with the ability to prioritise effectively
• Confident IT user (Microsoft Office, email, CAFM systems, or similar)
• A positive team player with a flexible, can-do approach
• Reliable, self-motivated, and committed to delivering work to a high standard

What We Offer

• 33 days annual leave (including Bank Holidays)
• Employee Assistance Programme
• Recognition and Reward scheme
• Cycle to Work scheme
• “Recommend a Friend” scheme
• Company events
• Aviva Digital GP service
• Training and development opportunities
• Subsidised gym membership
• Access to healthy snacks and drinks

Helpdesk and Front of House Coordinator VA2971