Facilities Helpdesk Administrator
About the Role
Bauvill Facilities is looking for a proactive and organised Facilities Helpdesk Administrator to join our busy Facilities Helpdesk team in Kent.
Working as part of a team of administrators, you will provide essential operational support for our Hard Facilities Management contracts. You will play a key role in coordinating engineers and subcontractors, managing reactive and planned maintenance tasks, updating our CAFM system, processing quotations and purchase orders, and ensuring works are completed within agreed service levels.
This is a fast-paced and varied role where strong organisation, communication and attention to detail are essential. You will work closely with engineers, contractors, colleagues and clients to ensure maintenance requests are progressed efficiently and accurate information is maintained throughout each job.
Key Responsibilities
- Manage incoming maintenance requests and coordinate engineers and subcontractors to attend reactive works within agreed SLAs.
- Plan and coordinate engineering schedules, acting as a key point of contact for engineers and following up on outstanding information.
- Monitor jobs requiring further resources, ensuring they are progressed promptly and rescheduled within required timescales.
- Coordinate materials and equipment required for jobs and ensure all associated information is accurately recorded.
- Track completed works and ensure work instructions, worksheets and dockets are returned, recorded and filed correctly.
- Review weekly performance reports and follow up on outstanding tasks to ensure completion.
- Maintain accurate spreadsheets and records relating to quotations, out-of-hours works and ongoing job requests.
- Raise and manage purchase orders prior to works taking place, including amendments and uplifts where required.
- Support the administration of incoming and outgoing invoices on a weekly basis.
- Ensure all job information is accurately recorded within the CAFM/Support Desk system and relevant shared folders.
- Keep engineers, contractors, colleagues and clients updated on the progress of works.
- Support Planned Preventative Maintenance (PPM) activity by monitoring schedules, collating check sheets and ensuring planned works are completed on allocated dates.
- Work proactively as part of the wider Facilities team, sharing information and supporting colleagues when required.
About You
We are looking for someone who:
- Is highly organised and able to prioritise effectively in a busy, reactive environment.
- Has strong communication and customer service skills.
- Is confident coordinating multiple engineers, contractors and maintenance requests.
- Understands the importance of working to processes, deadlines and SLAs.
- Has excellent attention to detail and accurate record-keeping skills.
- Is comfortable using Microsoft Office, spreadsheets, task lists and reminder systems.
- Previous experience using a CAFM, facilities management or helpdesk system would be advantageous.
- Previous experience within Facilities Management, maintenance coordination, scheduling or administration would be beneficial.
Working Arrangements
The Facilities Helpdesk plays a pivotal role in coordinating both reactive and planned maintenance, so reliability and punctuality are essential.
This is a full-time, office-based position at our Kent location, working between 07:30 and 16:00. Due to the operational requirements of the role, we are unable to offer remote working or consider international applications.
Planned absence, including annual leave, should wherever possible be requested at least five days in advance to ensure appropriate team cover can be arranged.
If you are an organised administrator who enjoys working in a fast-paced environment and coordinating people, priorities and deadlines, we would love to hear from you.
Job Type: Full-time
Pay: £24,500.00-£26,500.00 per year
Benefits:
- Casual dress
- Company events
- Company pension
- Free parking
- Health & wellbeing programme
- On-site parking
- Private medical insurance
Education:
- GCSE or equivalent (preferred)
Experience:
- Technical support: 1 year (preferred)
- Customer service: 1 year (preferred)
Work Location: In person
