Operations & Office Manager – Helpdesk & Workflow Lead

Equans Group; Liverpool; On-site; GBP 26,000 - 36,000; Full time

Benefits offered by this job

24 days annual leave increasing to 25

Life Cover 1.5x salary

Employee discount schemes

Gym membership discounts

Cycle to work scheme

Holiday purchase scheme

CSR days

Learning opportunities

Referral Rewards

Employee Assistance Program

Job summary

Equans is recruiting an Office Manager in Speke (Liverpool) for a permanent role. You will lead contract administration, workflow management and helpdesk operations across the account, ensuring compliant delivery of maintenance workflows and financial controls.

You will oversee the Helpdesk, Administration and Workflow teams, manage attendance and training, and drive continuous improvement. The role requires strong organisational and customer-focused leadership with 37.5 hours per week.

Qualifications

• Experience managing Helpdesk, Workflow or Administration Teams.
• Strong people management and leadership skills.
• Experience working within Facilities Management, Property Services or Maintenance environments.
• Experience managing SLA and KPI driven service delivery.
• Strong analytical and reporting capability.
• Experience using CAFM systems such as Maximo or similar.
• Strong Microsoft Office skills including Excel and reporting tools.
• Ability to work under pressure and manage multiple priorities.
• Experience of financial administration, purchase orders and invoice processing.

Responsibilities

• Lead, motivate and manage the Helpdesk, Workflow and Administration Teams.
• Line management including performance reviews, coaching and development.
• Conduct regular one-to-one meetings and development planning.
• Manage attendance, annual leave, sickness and resource planning.
• Promote engagement and positive team culture; escalation point for staff.
• Ensure training requirements are maintained.
• Raise and receive purchase orders for planned and reactive works.
• Review subcontractor quotations and expenditure for value and compliance.
• Manage monthly GRIR reporting and reconciliation.
• Monitor Work in Progress (WIP) and support billing processes.
• Support customer meetings and operational reviews.
• Ensure KPI/SLA performance is tracked and improved.
• Utilise Power BI and reporting tools for performance insights.

Skills

People management

Leadership

Facilities experience

SLA/KPI management

Tools

Maximo CAFM

Power BI

Excel

Job description

Equans is recruiting an Office Manager in Speke (Liverpool) for a permanent role. You will lead contract administration, workflow management and helpdesk operations across the account, ensuring compliant delivery of maintenance workflows and financial controls.

You will oversee the Helpdesk, Administration and Workflow teams, manage attendance and training, and drive continuous improvement. The role requires strong organisational and customer-focused leadership with 37.5 hours per week.