Helpdesk Manager

Invictus Group; Wickford; On-site; GBP 25,000 - 35,000; Full time

Job summary

A leading company in facilities management is looking for an Administrative Coordinator. This role involves coordinating schedules, managing invoicing, and liaising with clients and suppliers to ensure smooth operations. The successful candidate will demonstrate strong organizational skills and attention to detail, contributing to the efficiency and performance of the team.

Qualifications

• Experience in administrative roles preferred.
• Proficiency in managing multiple tasks and schedules.
• Ability to generate and understand reports.

Responsibilities

• Manage multiple engineers' schedules for reactive, PPM, and quoted works.
• Generate reports for efficiency and performance.
• Handle invoicing and purchase orders accurately.

Skills

Attention to detail

Communication

Organizational skills

Education

High School Diploma

Job description

Raise reactive call outs, PPM visits, and Quoted works.

Monitor the shared mailbox and action emails as necessary.

Close all jobs accurately across systems, ensuring timely completion to meet SLAs.

Assist staff with queries as required.

Generate reports to drive efficiency and performance, including ad hoc reports requested by the customer.

Assist with producing necessary documentation for audits.

Review data from the CAFM system and MI data relevant to your responsibilities.

Ensure client portals are updated promptly with relevant information.

Manage multiple engineers' schedules for reactive, PPM, and quoted works.

Order materials and plant hire, and raise purchase orders.

Liaise with and chase subcontractors and suppliers for schedule dates, coordinating with customers as needed.

Maintain excellent administrative housekeeping: upload worksheets and invoices to customer portals and internal systems, attaching vital job information.

Ensure a full handover when going on annual leave.

Review the hire list and ensure off-hired items are returned promptly.

Post letters and parcels as required.

Manage materials orders from placement to delivery.

Keep internal system flags up to date.

Invoicing of reactive, quoted, and PPM tasks upon completion.

Estimate small works to ensure they are within PO/NTE value limits.

Handle invoice rejections and aim to keep them to a minimum for suppliers and clients.

Participate in Teams meetings with clients and operations teams, providing minutes of meetings.

Ensure tasks are attended to within SLAs, and communicate with clients if SLAs are not met.

Generate monthly reports for the customer.

Create and raise sales opportunities.

Chase supplier details to enable quoting.

Issue quotes and projects, and record works awaiting client instructions and those received.

Raise purchase orders as needed.