Helpdesk Administrator

FM Search & Select are delighted to be partnering with a well-established facilities management business to recruit an experienced Helpdesk Administrator to join their specialist FM contracts team based in Livingston.

This is an excellent opportunity to join a financially secure with a loyal workforce, strong client relationships and an excellent reputation within the FM industry. With low staff turnover and a supportive working environment, this role offers genuine long-term stability and career progression.

The Role

Working as part of a busy Helpdesk team, you’ll be responsible for coordinating planned and reactive maintenance works across a portfolio of specialist FM contracts. You’ll play a key role in ensuring engineers are scheduled efficiently, client requests are managed professionally, and service levels are consistently achieved.

This is hybrid position, working Monday to Friday with two days from home.

Responsibilities

• Logging reactive maintenance requests and creating work orders.
• Scheduling engineers and subcontractors across multiple contracts.
• Monitoring job progress and ensuring works are completed within agreed timescales.
• Liaising with clients, engineers and suppliers to provide regular updates.
• Raising purchase orders and processing completed job documentation.
• Updating CAFM systems with accurate information.
• Supporting the wider operations team with general administrative duties.
• Ensuring KPI and SLA targets are met across all contracts.

We’re looking for someone who has previous experience working within a Facilities Management helpdesk environment and understands the fast-paced nature of coordinating maintenance works.

You’ll ideally have:

• Previous FM Helpdesk or FM Administration experience.
• Experience using CAFM systems.
• Excellent organisational and communication skills.
• The ability to manage multiple priorities in a busy environment.
• Strong IT skills, including Microsoft Office.
• A proactive approach and excellent attention to detail.

• Monday to Friday working hours
• Hybrid working
• Join a stable, cash-rich business with an excellent reputation
• Supportive team environment with low staff turnover
• Long-term career opportunities within a growing organisation