Help Desk Administrator
Sub Division: Facilities Management
Location: Sheffield
Contract Type: Permanent
Hours: Full Time - 40 hours - Monday to Friday
Creating and maintaining great places to live and work delivered by excellent people who care…
Purpose of Role
VINCI Facilities is seeking a proactive and organised Helpdesk Administrator to join our team based at Howden House in Sheffield City Centre. This is an excellent opportunity for an experienced administrator or customer-focused professional looking to develop a career within Facilities Management.
Working as part of a small, supportive site team, you will play a key role in the day-to-day operation of our helpdesk function, ensuring service requests, planned maintenance activities and customer enquiries are managed efficiently and in line with contractual service level agreements (SLAs). Full training will be provided, making this a great opportunity for candidates with strong administrative and IT skills who are eager to learn
Job Description
As Helpdesk Administrator, you will be responsible for coordinating maintenance requests, managing work orders through our CAFM system, monitoring service performance and supporting the wider facilities management team across multiple sites.
Based at Howden House, you will act as the first point of contact for helpdesk enquiries, handling incoming requests, issuing building passes, updating records and ensuring jobs are allocated and completed within agreed timescales. You will also assist with the administration of planned preventative maintenance (PPM) programmes and support the operational delivery of facilities services across the contract.
Responsibilities
- Manage and monitor the Helpdesk inbox, responding to customer enquiries and service requests.
- Raise, update and close work orders using the MAS CAFM system
- Schedule and dispatch Planned Preventative
- Maintenance (PPM) activities to engineers and contractors.
- Monitor job progress and ensure compliance with contractual SLA requirements
- Allocate routine and reactive maintenance tasks to the appropriate engineering teams.
- Issue temporary and permanent building passes and support general site administration.
- Provide excellent customer service to building users, visitors and stakeholders
- Escalate complex issues to the Facilities Manager or
- Assistant Facilities Manager when required.
- Support facilities management operations across multiple sites within the contract portfolio.
- Maintain accurate records and documentation relating to maintenance activities and service delivery.
Essential Qualifications/Skills
- Strong administrative and organisational skills
- Excellent IT literacy and confidence using computer system
- Strong communication and customer service skills
- Ability to prioritise workload and manage multiple tasks effectively
- Attention to detail and a proactive approach to problem solving
- Ability to work independently while contributing positively to a wider team environment.
Desirable Skills
- Previous experience working within a Helpdesk,
- Facilities Management or Maintenance environment.
- Experience using CAFM systems or similar work management software.
- Understanding of planned maintenance, reactive maintenance and service level agreements (SLAs).
In return for your hard work we offer additional training and development, 26 days holiday (+ bank holidays), generous pension contribution, life assurance and much more.
We are VINCI Facilities – experts in the built environment. VINCI Facilities is a Facilities Management and Building Solutions provider, delivering cost-effective and sustainable bespoke solutions to customers in the public and private sectors. We are committed to working towards a lower carbon society, focusing on sustainable and innovative methods to exceed our partners' goals and add value for all stakeholders – and we were named the top-ranked FM service provider in the Sustainable FM Index for 2020. We put our people first. Always working as a team and collaborating from start to finish. We are the trusted expert in the built environment because we listen to our team and create a workplace that maximises their potential.
Fairness, Inclusion and Respect (FIR) at VINCI Facilities is about recognising and celebrating each other’s differences and what they bring to the team. Harnessing this diversity and applying the experiences, abilities and unique qualities of individuals will enhance our business; therefore, we commit to equity of opportunity and fair treatment of all current and potential employees and encourage job applications from all.
Should you require any reasonable adjustments to be made as part of the application process please contact us directly.
VINCI recognises the importance of helping our employees balance their work and home life by offering flexible working arrangements across many of our roles which include working from home to enable employees to balance their working life with other priorities.
Work Location: In person
