Helpdesk & Operations Coordinator
Location: Leeds (Office Based)
Hours: Full Time
Reports to: Managing Director
One Space Facilities Management is a technology-led commercial maintenance and facilities management company supporting businesses, landlords and managing agents across Yorkshire and the UK.
We don't simply react to maintenance issues, we proactively manage buildings through planned maintenance, compliance management and modern technology to deliver a better service for our clients.
As we continue to grow, we're looking for an organised, proactive and customer-focused Helpdesk & Operations Coordinator to become the centre of our day-to-day operations.
The Role
This is a varied role where no two days are the same.
You will be the first point of contact for clients reporting maintenance issues, ensuring every request is handled efficiently from initial enquiry through to completion.
Working closely with our engineers, subcontractors and Managing Director, you'll coordinate jobs, schedule works, update clients and keep our internal systems organised.
This role is ideal for someone who enjoys solving problems, communicating with people and keeping multiple moving parts under control.
Key Responsibilities
Helpdesk Management
- Answer incoming telephone calls and emails.
- Log maintenance requests accurately.
- Prioritise reactive maintenance issues.
- Allocate jobs to engineers or subcontractors.
- Monitor progress of all live jobs.
- Keep clients updated throughout the process.
- Chase outstanding quotations and approvals.
- Ensure jobs are completed within agreed timescales.
Scheduling & Coordination
- Plan engineer diaries efficiently.
- Coordinate subcontractor attendance.
- Arrange site access with clients and tenants.
- Manage emergency call outs.
- Ensure engineers have all required information before attending site.
Administration
- Maintain accurate records within our management systems.
- Upload job sheets, photographs and reports.
- Prepare quotations and client documentation.
- Raise purchase orders where required.
- Order materials.
- Update maintenance schedules.
- Support invoicing by ensuring completed jobs contain all required information.
Client Service
- Provide regular updates on outstanding works.
- Resolve customer queries professionally.
- Deliver excellent customer service at every stage.
Operational Support
- Assist the Managing Director with daily operational tasks.
- Monitor outstanding actions.
- Support continuous improvement of company processes.
- Help ensure company KPIs are achieved.
What We're Looking ForEssential
- Excellent organisational skills.
- Strong administrative experience.
- Outstanding communication skills.
- Ability to prioritise multiple tasks.
- High attention to detail.
- Confident using Microsoft Office and other software packages.
- Comfortable learning new software systems.
- Professional telephone manner.
- Positive attitude and willingness to take ownership.
Desirable
- Experience within facilities management, maintenance, construction or property.
- Experience scheduling engineers.
- Experience using CRM or job management software.
- Knowledge of commercial property maintenance.
- Experience dealing with subcontractors.
The Ideal Person
You are someone who naturally enjoys being organised.
You like bringing order to busy environments, communicating with people and making sure nothing gets missed. You remain calm under pressure, enjoy solving problems and take pride in delivering excellent customer service.
You are proactive rather than reactive and are always looking for better ways of doing things.
What We Offer
- Competitive salary.
- Training and development opportunities.
- Supportive working environment.
- Opportunity to grow with an ambitious business.
- Varied and interesting workload.
- A key role within a growing facilities management company.
Why Join One Space?
At One Space Facilities Management, you'll play a vital role in keeping businesses across the UK running smoothly. You'll work with a close-knit team where your ideas are valued, your contribution is recognised, and you'll have the opportunity to develop your career as the business continues to grow.
Pay: £27,000.00-£30,000.00 per year
Work Location: In person
