Facilities Administrator/ Helpdesk Coordinator

Facilities Administrator / Helpdesk Coordinator

Location: Derby Salary: £30,000 Hours: Monday – Friday, 8:00am – 4:30pm Job Type: Full Time, Permanent

We are currently recruiting for an experienced Facilities Administrator / Helpdesk Coordinator to join a busy Facilities Management team based in Derby.

This role would suit someone with a background in Facilities Management, construction or facilities-related administration, who understands the importance of keeping jobs organised, maintaining accurate records and ensuring a smooth-running helpdesk operation.

You will be responsible for providing administrative and helpdesk support, logging maintenance requests, coordinating engineers and subcontractors, updating client systems and ensuring all work is tracked through to completion.

Previous experience within facilities management, construction or a related administrative environment is essential.

Key Responsibilities

• Logging reactive, planned and quoted works onto the CAFM system.

• Providing day-to-day administrative support to the Facilities Management team.

• Coordinating and scheduling engineers and subcontractors for maintenance works.

• Monitoring job progress and ensuring works are completed within agreed SLAs.

• Managing incoming calls, emails and helpdesk enquiries.

• Liaising with clients, engineers, suppliers and subcontractors to obtain updates and resolve queries.

• Keeping client systems, spreadsheets and job records accurate and up to date.

• Chasing outstanding jobs, overdue paperwork and work completion reports.

• Collating, checking and uploading job sheets, certificates and relevant compliance documentation.

• Assisting with reports, job trackers and general facilities administration.

• Prioritising urgent requests and ensuring outstanding actions are followed up.

• Supporting the wider team to ensure an efficient and professional service is delivered to clients.

About You

We are looking for an organised, proactive administrator who has a good understanding of facilities, maintenance or construction environments.

You will be confident managing a busy workload, communicating with different stakeholders and keeping accurate records. You should be comfortable working in a fast-paced environment where priorities can change throughout the day.

Essential Requirements

• Previous experience in Facilities Management, construction or a related administrative role.

• Experience providing administrative support within a facilities, maintenance, building services or construction environment.

• Strong organisational skills and excellent attention to detail.

• Good written and verbal communication skills.

• Confident using Microsoft Office, including Outlook and Excel.

• Ability to manage multiple tasks and prioritise workloads effectively.

• A professional telephone manner and good customer service skills.

• Confidence liaising with clients, engineers, suppliers and subcontractors.

• A proactive approach to chasing outstanding actions and keeping records up to date.

• Ability to work independently and as part of a busy team.

Desirable Experience

• Previous experience in a facilities helpdesk or service coordination role.

• Familiarity with CAFM systems, maintenance scheduling or job management software.

• Experience monitoring SLAs, reactive maintenance requests and planned preventative maintenance (PPM).

• Knowledge of maintenance paperwork, job sheets and compliance documentation.

Who Would This Suit?

This opportunity would suit candidates currently working as a Facilities Administrator, Facilities Helpdesk Administrator, Construction Administrator, FM Administrator, Helpdesk Coordinator, Maintenance Administrator or Service Coordinator, provided they have relevant facilities or construction industry experience.

Please note: Candidates with general administration experience only, without a facilities management, construction or related industry background, will not be suitable for this position