Facilities Helpdesk Administrator
We are looking for a proactive and highly organised Facilities Helpdesk Administrator to join our team. As a Facilities Helpdesk Administrator, you’ll act as the first point of contact for facilities enquiries, providing comprehensive administrative support to the Assets & Capital Commissioning Team and ensuring an efficient, modern, and effective helpdesk service. You’ll liaise with building managers, site representatives, contractors and internal colleagues to manage requests, coordinate works, maintain accurate records, and ensure a positive and professional service experience. You will be passionate about delivering excellent customer service, maintaining strong administrative systems, and supporting best practice across the facilities function.
Responsibilities
- Act as the primary contact for facilities and maintenance enquiries.
- Manage calls, gather relevant details, resolve issues where possible or allocate tasks appropriately.
- Handle enquiries and complaints in a professional and timely manner.
- Raise orders, support inspections (pre/post) and ensure quality standards.
- Refer to mechanical and electrical records and repair histories.
- Submit requests for planned preventative maintenance.
- Maintain accurate expenditure records.
- Record enquiries and ensure timely follow‑up actions.
- Produce professional letters, memos and reports.
- Take accurate notes and minutes during meetings.
- Conduct research and prepare statistical information when required.
- Maintain clear and organised filing systems (manual and electronic).
- Collate information and distribute reports, agendas, and related documentation.
- Process invoices, purchase orders and petty cash.
- Maintain financial records and support administrative processes.
- Develop and improve administrative procedures.
Qualifications, skills & experience
- English and Maths qualification.
- Experience in a facilities management or maintenance helpdesk environment.
- Experience developing and maintaining administrative processes.
- Experience acting as a first point of contact for facilities issues with a proactive approach.
- Strong IT skills with good knowledge of Microsoft Excel, Word, PowerPoint, Outlook and Teams.
- Excellent organisational skills with ability to manage multiple priorities.
- Strong administration and accurate record‑keeping.
- Effective communication and interpersonal skills across all levels.
- Strong customer focus with the ability to use initiative.
- Confident in engaging with key clients and stakeholders.
- High attention to detail and accuracy.
- Ability to work independently and under pressure.
- Personal resilience and strong problem‑solving capability.
Working Arrangements
- Full‑time (36 hours per week), Monday to Friday.
- Permanent.
- Location: Dagenham.
- Salary: circa £26,500.
About Us
We are a facilities services company delivering a range of services to public and private sector clients across London and the Southeast, with ambitions to expand further. Our mission is to help communities live, work and grow by delivering high‑quality, safe services rooted in an understanding of local needs.
Benefits
- ❤ Heart Hub rewards, perks & benefits platform
- ❤ Group Life Assurance
- ❤ Private Medical Insurance
- ❤ Pension Scheme
- ❤ Paid Holidays
- ❤ Family Friendly Policies
- ❤ Health & wellbeing support including EAP
- ❤ Great offices & on‑site Café (with app discounts)
- ❤ Access to independent mortgage advisory services
- ❤ Free parking at our head office – The Cube
- ❤ Career development and training opportunities
- ❤ A great team!
To Apply
If you are keen to be considered for this opportunity, please click ‘apply’ below to submit your CV and outline your relevant experience.
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