Ad – Facilities Helpdesk Administrator

We are looking for a proactive and highly organised Facilities Helpdesk Administrator to join our team.

As a Facilities Helpdesk Administrator, you’ll act as the first point of contact for facilities enquiries, providing comprehensive administrative support to the Assets & Capital Commissioning Team and ensuring an efficient, modern, and effective helpdesk service.

You’ll liaise with building managers, site representatives, contractors, and internal colleagues to manage requests, coordinate works, maintain accurate records, and ensure a positive and professional service experience.

You will be passionate about delivering excellent customer service, maintaining strong administrative systems, and supporting best practice across the facilities function.

As part of our team, you will work collaboratively with stakeholders, supporting the Compliance Manager and wider division. Responsibilities include:

• Acting as the primary contact for facilities and maintenance enquiries.
• Managing calls, gathering relevant details, resolving issues where possible or allocating tasks appropriately.
• Handling enquiries and complaints in a professional and timely manner.
• Raising orders, supporting inspections (pre/post) and ensuring quality standards.
• Referring to mechanical and electrical records and repair histories.
• Submitting requests for planned preventative maintenance.
• Maintaining accurate expenditure records.
• Recording enquiries and ensuring timely follow‑up actions.
• Producing professional letters, memos, and reports.
• Taking accurate notes and minutes during meetings.
• Conducting research and preparing statistical information when required.
• Maintaining clear and organised filing systems (manual and electronic).
• Collating information and distributing reports, agendas, and related documentation.
• Processing invoices, purchase orders, and petty cash.
• Maintaining financial records and supporting administrative processes.
• Developing and improving administrative procedures.