PPM Service Desk & Administration Coordinator

WS Swift Ltd; City Of London; On-site; GBP 40,000 - 60,000; Full time

Job summary

A facilities management company is looking for a highly organised PPM Service Desk & Administration Coordinator in London. Responsibilities include managing maintenance schedules, handling help desk queries, and providing administrative support to the service team. Ideal candidates will have strong organizational skills, administrative experience, and proficiency in IT, including Microsoft Excel. This role is essential for keeping operations smooth in a fast-paced environment.

Qualifications

• Proven administrative experience, ideally within Facilities Management.
• Strong IT skills, particularly with Microsoft Excel.
• Confident communicator with a customer-focused approach.

Responsibilities

• Create, manage, and monitor planned preventative maintenance schedules.
• Act as the first point of contact for incoming help desk queries.
• Liaise with engineers and subcontractors to assign work orders.

Skills

Administrative experience

Organizational skills

Time management

Customer-focused communication

IT skills including Microsoft Excel

Tools

CAFM systems

Job description

We are looking for a highly organised and motivated PPM Service Desk & Administration Coordinator to join our team. This is a key role for someone who thrives in a fast‑paced environment, enjoys coordinating moving parts, and has a natural ability to keep operations running smoothly behind the scenes. If you're someone who takes pride in being reliable, structured, and proactive, this role will suit you perfectly.

Key Responsibilities

• PPM Scheduling & Tracking
  • Create, manage, and monitor planned preventative maintenance (PPM) schedules.
  • Ensure all planned works, covering building services and more, are completed on time and in line with required intervals.
  • Track completion status and chase outstanding tasks when needed.
• Help Desk Operations
  • Act as the first point of contact for incoming help desk queries, whether via phone or email.
  • Prioritise and process work requests for both planned and reactive maintenance.
  • Maintain a calm, customer‑focused approach when dealing with internal teams, contractors, and clients.
• Coordination & Communication
  • Liaise with engineers, subcontractors, and internal departments to assign work orders and schedule appointments.
  • Ensure clear communication of priorities, timelines, and job requirements to all stakeholders.
  • Follow up to make sure issues are resolved promptly and professionally.
• Documentation & Reporting
  • Maintain accurate records within the CAFM system.
  • Produce regular and ad hoc reports on task completion rates, KPIs, compliance, and workload.
  • Ensure asset registers are kept up to date and documentation is filed correctly.
• Compliance
  • Support the business in meeting statutory, mandatory, and regulatory requirements.
  • Ensure maintenance tasks comply with standards such as Health & Safety legislation, SFG20, and L8 water hygiene guidance.
  • Highlight potential risks or compliance gaps as they arise.
• General Administration (Admin Duties)
  • Provide day‑day administrative support across the service team.
  • Process quotes, raise purchase orders, manage invoices, and ensure accurate financial tracking.
  • Assist with onboarding contractors, managing documentation, and supporting general office processes.
  • Keep digital and physical records organised and easily accessible.

Essential Skills & Qualifications

• Proven administrative experience, ideally within Facilities Management, engineering, or a technical service environment.
• Understanding of mechanical and electrical (M&E) systems or similar asset groups (advantageous but not essential).
• Strong IT skills, particularly with Microsoft Excel and experience using CAFM systems.
• Excellent organisational, time management, and multitasking abilities, with exceptional attention to detail.
• Confident communicator with a customer‑focused approach and the ability to work effectively with engineers, contractors, and clients.
• Ability to remain calm under pressure and manage competing priorities professionally.

Strictly direct applications only – agency submissions will not be considered.