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Facilities Helpdesk Co-ordinator

Package Description

Accountable to: Estates Director

Line Manager: Facilities Manager

We are looking for candidates with experience of - Facilities Officer Administrator, Property Administrator, Estates Administrator, Maintenance Administrator, Helpdesk Administrator

JOB PURPOSE

To assist the Facilities Manager to manage a diverse property portfolio to ensure group wide compliance and continuity of service to support vulnerable people.

To provide Helpdesk support across the portfolio Monday to Friday 09:00am to 17:00pm

Location: Office Based (Halesowen)

KEY RESULT AREAS

Collating daily maintenance (MMT) works requests from the services, currently between 1000-1500 requests per month submitted for input to the main database.
Progression of works and processing to MMT schedules/work plans or for responsive attendance.
Liaise with Mobile Maintenance Operatives to ensure timely progression of works together with monitoring and managing of timesheet processes.
Progression of works and processing to approved contractors for attendance and quoting purposes.
Administration of the approved contractor’s database and reviewing contractor documentation to ensure compliance.
Liaise with suppliers and contractors, where required.
Process and administer invoices through to accounts for maintenance jobs.
To provide technical support to telephone and email requests from the business.
Support Estates Managers with administration with purchase order numbers, quotes and invoice process.
Providing regular reports and assisting the Facilities Manager when required.
To provide at all times a professional, courteous and rapid response to business request.
To undertake such projects/work of a level commensurate with the responsibility of the post, as designated by the Facilities Manager.

GENERAL PROVISIONS

Understand and ensure the implementation of the company’s Health and Safety policy and emergency and fire procedures.
You may be required to undertake other duties appropriate to your post and/or hours of work. The company may periodically review your role description and update it to ensure that it relates to the job as being performed. It is the company’s aim to reach agreement on reasonable changes, but if agreement is not possible the company reserves the right to insist on changes to your role description after consultation.

PERSON SPECIFICATION – Facilities Officer

	ESSENTIAL	DESIRABLE	How and When Tested
QUALIFICATIONS		Recognised managerial/business qualification	Application Form Interview Certificates
JOB SPECIFIC KNOWLEDGE/TECHNICAL KNOWLEDGE	Excellent written and verbal communication skills Understanding of reactive property maintenance.	Good working knowledge the ability to work with Microsoft Excel / CAFM Systems An understanding of statutory environmental requirements Knowledge of the management of asbestos, fire safety and legionella	Application Form Interview References
EXPERIENCE	Minimum of 2 years facilities management experience.	Minimum of 2 years’ experience working within the care sector	Application Form Interview References

PERSONAL ABILITIES/BEHAVIOURS

	POSITIVE	NEGATIVE
MOTIVATION	Is passionate about supporting others Enjoys being busy Likes building diverse relationships Wants to be responsible for their work Enjoys motivating and developing their team	Is disinterested in the commercial operation of the service Requires support and guidance in order to operate effectively Wants to work in a steady and unchanging work environment Prefers to work alone
INTELLECTUAL SKILLS	Is able to manage budgets and deal with financial information Ability to analyse and act on information Is able to prioritise and plan effectively Is able to quickly solve problems Is able to generate creative ideas to bring about change and improvement Concise and accurate record keeping skills IT skills including Microsoft Office	Is disorganised and unstructured in the way they do work Struggles to move quickly between different tasks Needs the assistance of others to solve problems Relies on the tried and tested
PEOPLE SKILLS	Effectively builds rapport with others Can read the needs of others and tailor their style accordingly Communicates to the team in a way that engages Can address unacceptable behaviour	Does not try to engage others Uses a one style fits all approach to communication Is overly direct and autocratic Avoids confrontation and conflict situations
PERSONAL SKILLS	Is confident and professional when interacting with others including external stakeholders Is willing to take ownership of problems Is decisive in coming to decisions Remains calm at all times despite the emotions of others Ability to manage their time appropriately	Has doubts about their abilities Likes to spend time thinking situations through before moving to action Struggles to control their temper or lets their emotions show Blames others for mistakes

Keys Group

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Salary	£26,170
Job Reference	Keysgroup/TP/152352/6344
Contract Type	Full Time
Closing Date	No Expiry Date
Job Category	Estates/Maintenance
Business Unit	Support Centre
Location	Halesowen, United Kingdom
Posted on	04 April, 2025

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Facilities Helpdesk Co-ordinator

Package Description

JOB SPECIFIC KNOWLEDGE/TECHNICAL KNOWLEDGE

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