Helpdesk Administrator

This role provides key administrative and operational support within the facilities management function. The position focuses on coordinating financial processes, planning maintenance activities, managing contractors, and maintaining accurate records to ensure smooth day-to-day operations and compliance.

Core Responsibilities

• Finance: Raise purchase orders, process invoices, and assist with end-of-month financial reporting and analysis.

• Planning: Assign and schedule work orders for site engineers; plan, prioritise, and monitor reactive and planned maintenance tasks.

• Contractor Management: Coordinate subcontractor attendance for planned and reactive works, ensuring timely completion and documentation.

• Record Management: Work closely with the FM team to keep records, reports, and compliance documents accurate and up to date.

• Liaise with suppliers and contractors to ensure smooth communication and efficient service delivery.

• Maintain good working relationships with internal teams and external partners.

• Support general FM administration and operational duties as required.

• Previous experience in facilities management, maintenance planning, or a similar administrative role.

• Strong organisational skills and attention to detail.

• Confident communicator with the ability to manage multiple priorities.

• Proficient in Microsoft Office (Word, Excel, Outlook, PowerPoint); experience with FM systems such as Elogbooks, CAFM, or Oracle is advantageous.

• Positive, proactive attitude with a focus on teamwork and service delivery.

Package

• £30,000 - £32,5000

• 25 days holiday + bank holidays, pension & discount schemes, further training & career progression

• Office-based role with occasional flexibility to work from home