Title:  Helpdesk Coordinator

Job Description

The Facilities Coordinator plays a critical role in ensuring that maintenance activities are actioned, tracked, and completed to prevent breakdowns and ensure compliance with safety and operational standards. Facilities Coordinator tasks, this list is not exhaustive, there may be other duties outside of the below. 

Job Responsibilities

Manage and maintain reactive work orders through the CAFM system.
Coordinate reactive callouts and issue PO’s.
Arrange works to minimise disruption to operations, scheduling via CAFM (self‑delivery and subcontractors).
Assign reactive work orders in the CAFM system and track progress to completion.
Ensure subcontractors/internal teams are assigned according to the site allocation document.
Chase updates via CAFM, email, and phone.
Capture and raise recommendation/remedial tickets for review and sign‑off.
Use CAFM for logging notes, schedules, and updates on completed works.
Attach compliance certificates and reports, and update Excel/SharePoint records.
Generate regular reports and update the reactive tracker.
Monitor contractor performance, including delays in response, and escalate issues to the Service Delivery Manager.
Communicate maintenance schedules to relevant departments.
Respond to internal queries regarding reactive tasks and status updates.

Qualifications

1–2 years’ experience in a technical FM environment, including reactive maintenance, PPM operations, compliance, and H&S management (an advantage).
Calm, even‑tempered nature.
Customer‑focused and people‑focused approach.
Enthusiastic with a positive “can‑do” attitude.
Strong PC skills — MS Office Suite essential (Excel/Word).
Familiarity with CAFM systems and scheduling tools.
Logical thinker with strong problem‑solving skills.
Reliable and flexible.
High accuracy and strong attention to detail.
Excellent organisation and administration abilities.
Collaborative team player.
Strong communication skills, with the ability to engage appropriately with colleagues, technicians, contract/performance managers, and third‑party suppliers.