Helpdesk Coordinator
Helpdesk Coordinator
Posted on :
14-12-2024
Employer Active
1 Vacancy
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Job Description
Job Title: Helpdesk Coordinator
Reporting To: Helpdesk & Compliance Manager
Salary: 30000 per annum DOE
40 HPW
Job Overview:
The Helpdesk Coordinator is a key role contributing to the overall operations of the account.
Key Responsibilities:
Helpdesk Operations:
- Monitor the Facilities Helpdesk email inbox promptly logging all incoming service requests or issues.
- Actively manage and track open jobs ensuring timely updates are provided by engineers and subcontractors.
- Allocate tasks to engineers based on job requirements and urgency maintaining effective workflows.
- Allocate planned preventative maintenance (PPM) tasks to engineers ensuring timely and efficient completion.
- Coordinate remedial actions following site inspections or compliance audits.
- Follow up on outstanding jobs to ensure they are resolved within agreed service level agreements (SLAs).
Procurement and Financial Administration:
- Raise purchase orders (POs) for engineers and team members as required ensuring procurement policies are followed.
- Ordering of parts or materials as required.
- Assist with preparing and submitting quotes to clients ensuring accuracy and clarity.
- Process invoices and update spends trackers maintaining alignment with financial budgets.
Compliance and Documentation:
- Scan and organise compliance documentation for both inhouse staff and subcontractors ensuring all records are accurate and up to date.
- Review compliance documentation for completeness flagging any discrepancies or issues to the Technical Site Managers or Compliance Manager.
- Maintain training records for engineers ensuring all certifications and qualifications are current and compliant.
Administrative Support:
- Log and reconcile monthly overtime records ensuring approval from Line Manager or the Account Manager.
- Act as a central point of communication between team members subcontractors and clients ensuring smooth operation of workflows.
- Generate regular reports on job statuses compliance updates and financial summaries as required.
- Any other reasonable requests
Required Skills and Experience:
- Previous experience in a similar role ideally within facilities management.
- Strong organisational and time management skills with the ability to handle multiple priorities.
- Excellent communication and interpersonal skills with the ability to collaborate effectively with a range of stakeholders.
- Proficiency in using Microsoft applications (eg. Word Excel)
- Some knowledge of health and safety regulations.
- A detailoriented approach with strong problemsolving skills and a proactive attitude towards improving processes.
Employment Type
Full Time
Key Skills
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