Helpdesk Administrator

Crawley, West Sussex
25 Apr 2019
23 May 2019
Carla Manser
Contract Type
Full Time

Helpdesk Administrator - Crawley - £18-£19k - Immediate Start - Temporary role
(Good potential for perm)

Overview of role

Working as part of a busy Facilities Management Team to provide a professional and courteous one stop shop for facilities issues. Keeping FM informed of any serious issues and dealing with engineers and suppliers. To provide cover for security staff as and when required. To provide general administration support to FM's as required. Use of Concept Evolution for generating and updating tasks and purchase orders. Invoice administration and query handling. To contribute towards achieving SLA's and KPI's for contract.

Main Responsibilities and Duties

* Answering calls and emails from client, suppliers, contractors, IFM engineers and FM's
* Responsible for accurately logging helpdesk calls onto Concept Evolution received via email and telephone in a timely manner giving appropriate priority.
* Onward distribution of tasks to appropriate engineers or contractors
* Keeping client aware of any issues around their request
* Seeking authority from client for contractor attendance for planned preventative maintenance
* Communicating with Facilities Managers to expedite calls and their speedy resolution
* Communicating with engineers and contractors for call resolution
* Generating PPM task sheets for Crawley and Balcombe sites for engineers to action on a weekly basis
* Communicating with Contractors and Suppliers for logging/chasing tasks and issuing Purchase orders
* Producing reports as and when required by FM's
* Scanning, relabelling and distribution of invoices for FM authorisation
* Communicating with Contractors and Suppliers regarding invoice queries
* Processing invoices for payment within authority limits as directed by Senior FM
* Checking of supplier statements to ensure all invoices have been received and logged onto the system, requesting copies from suppliers as required.
* Dealing with accounts on urgent payment or issues relating to invoice payments
* Scanning on site records to ensure online records are kept up to date
* Organising site filing, keeping in order and tidy manner
* Process engineer time sheets recording time spent against each reactive task and Crawley/Balcombe PPM's
* Maintaining records of staff leave filing authorised forms centrally
* Reporting any IT issues to Wavex and chase for resolution
* Maintain supplier insurance, RAMS and other documents spreadsheet ensuring all are in date and copies held
* Draughting and printing any temporary signage required by engineers or cleaners
* Ensuring that IFM office is kept in a tidy manner
* Checking and ordering stationary requirements for IFM office
* Providing administrative support to the wider IFM team
* Cover security for lunch breaks/pass issuing/patrols/shredding collection
* Assisting security as required when fire/emergency evacuation occurs
* Any other reasonable task as directed by Senior Facilities Manager

Experience and attributes essential for the role

* Previous experience of working in a busy customer service environment
* Excellent verbal and written communication skills
* Excellent attention to detail
* Able to prioritise work load in order to meet deadlines
* Friendly outgoing personality
* The ability to remain calm under pressure
* Competent in use of Microsoft Office applications
* Willing to 'go the extra mile' to provide a best in class service
* Willing to learn and continually develop skills
* Have a 'Can do' attitude

Experience and attributes desirable for the role

* Previous Facilities experience
* Health & Safety experience
* Trade experience (i.e. electrical/plumbing etc.)

What you'll receive
* Competitive rate of pay
* Placement within a company looking to develop and train the successful candidate, with great potential of a permanent position at the end of the temp contract.
* Accrued holiday pay
* Immediate Start

Are you the right person for the role? Then please apply below.

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