Facilities Administrator

Facilities Helpdesk Coordinator
HYBRID
London
£38,000 to £39,000 dep exp

Facilities Helpdesk Coordinator - Facilities & Corporate Reservations for London Financial Services Firm - to support the smooth running of its London office. This role will act as the central point of contact for facilities requests, building issues and workplace support queries. The successful candidate will manage the facilities inbox, update the CAFM system, coordinate reactive and planned maintenance requests, and liaise with internal teams, contractors and external service providers. This would suit someone with experience in reservations, events, workplace services, office support or a facilities helpdesk environment. Strong communication, organisation and customer service skills are essential. The helpdesk operates Monday to Friday during office hours, with some flexibility occasionally required to support holiday or absence cover.

Main Duties

  • Act as the first point of contact for facilities queries, service requests and building-related issues.
  • Log, track and update reactive maintenance jobs through to completion.
  • Support planned preventative maintenance activity, including scheduling, updates and follow-up.
  • Maintain accurate CAFM records, including job notes, documents, images, certificates and completion details.
  • Keep internal users updated on request progress, delays or issues.
  • Liaise with contractors, suppliers and service providers to support smooth facilities delivery.
  • Reservations of meeting rooms using Condeco
  • Using ServiceNow and other platforms.
  • Assist with helpdesk administration, system updates, filing and data maintenance.
  • Support the wider Facilities team with workplace services across the office.
  • Prepare reports, statistics and ad hoc information when required.
  • Record facilities requirements for internal meetings, events and office activity.
  • Escalate urgent or unresolved issues to the appropriate manager.
  • Provide a professional, helpful and customer-focused service at all times.

Skills and Experience

  • Experience in either facilities, events, reservations, workplace services, helpdesk support or a similar corporate support role.
  • Confident communicating with colleagues, contractors and suppliers.
  • Good written and verbal communication skills.
  • Strong organisational skills, with the ability to manage several tasks at once.
  • Good working knowledge of Microsoft Office, including Outlook, Word and Excel.
  • Experience using a CAFM system would be an advantage.
  • Practical, flexible and willing to support the wider team when needed.
  • Able to stay calm and professional when dealing with urgent requests.
  • Customer-focused, reliable and comfortable taking ownership of tasks through to completion.

Please Google "Facilities Management Recruitment" for all our FM Vacancies

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