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- Tasks: Support clients and teams by managing helpdesk queries and administrative tasks.
- Company: Join BGIS, a global leader in integrated facility management services.
- Benefits: Gain valuable experience in a dynamic environment with diverse opportunities.
- Why this job: Be the go-to person for client support and make a real difference.
- Qualifications: GCSEs in English and Maths; strong IT and communication skills required.
- Other info: Diverse and inclusive workplace focused on innovation and teamwork.
The predicted salary is between 30000 - 42000 £ per year.
Location: London - 140 Aldersgate Street, Barbican
Purpose of the Role: BGIS is a progressive organisation within the Engineering sector, delivering electrical and mechanical services across commercial properties. The Helpdesk Administrator plays a key role in supporting the Contract Support team, Maintenance Manager, Engineers, and external stakeholders by ensuring timely and accurate processing of documentation and providing exceptional service to clients and internal teams.
Key Responsibilities
- Helpdesk & Client Support
- Act as the main point of contact for client-facing helpdesk queries.
- Respond positively and professionally to internal and external enquiries.
- Maintain confident communication via phone, email, radio, and face-to-face interactions.
- Check and respond to overnight callouts.
- Raise reactive jobs and allocate PPMs using the Concept Evolution system.
- Administrative Duties
- Produce reports for BGIS and clients (weekly and monthly statistical data).
- Process task sheets daily and maintain accurate client files.
- Raise work orders, purchase orders, and manage subcontractor call-outs.
- Upload subcontractor service sheets and documentation into Opti-MIS.
- Maintain subcontractor records and logbook systems.
- Assist with general office duties such as photocopying, filing, and taking meeting minutes.
- Book internal meeting rooms.
- Cover holiday, sickness, and lunch periods for other administrative staff.
- Conduct annual archiving of site files.
- Ensure Work in Progress (WIP) is maintained and updated.
- Log holidays and sickness for engineering teams.
- Ensure all Health & Safety and legislative documentation is received from subcontractors.
- Take ownership of all assigned tasks through to completion.
- Collaboration
- Work closely with the Contract Manager and Contract Support team to ensure timely completion of responsibilities.
- Accountability
- Reports directly to the onsite Contract Manager.
- No direct budgetary responsibility.
Person Specification
- Education
- Essential: GCSE-level education including English and Maths.
- Desirable: A-Levels, HNC/D, or a degree-level qualification.
- Skills & Knowledge
- Essential:
- Strong keyboard and general IT skills (Word, Excel).
- Excellent telephone manner and communication skills.
- Good interpersonal skills.
- Strong numeracy and timekeeping.
- Ability to work independently and as part of a team.
- Desirable:
- Experience with the Maximo system.
- Understanding of engineering terminology and processes.
- Essential:
- Experience
- Essential: Experience working in a busy office environment.
- Desirable: Experience in a Customer Service, Service Desk, or Helpdesk environment.
- Attributes
- Aptitudes: Excellent written and verbal communication, detail-focused, methodical.
- Character: Customer-focused, reliable, self-motivated, able to prioritise tasks and work well under pressure.
At BGIS we believe that diversity and inclusion is a key business driver, such that we never lose sight of its importance as it is woven into the fabric of our organisation. We are committed to maintaining a barrier-free recruitment process by providing equal employment opportunities through recruiting and retention of individuals of all backgrounds. We recognise that promoting diversity is an essential component of our continuing pursuit for organisational success.
About Us
BGIS is a global leader in integrated facility management services. Offering a full range of facility and real estate management services, BGIS partners with clients globally to bring forward innovative solutions.
About The Team
BGIS is a global leader in the provision of Facility Management, Project Delivery, Energy & Sustainability, Asset Management, Workplace Advisory, and Real Estate Services. With a combined team of over 8,000 globally, BGIS relentlessly focuses on delivering innovative service solutions that create value for its clients. Globally, BGIS manages over 30,000 facilities totalling more than 320 million square feet across several markets including government, higher education, utilities, telecommunications, financial services, oil & gas, healthcare and cloud enterprise. In addition to managing a diverse portfolio of corporate offices, retail, colleges, hospitals and industrial assets, BGIS is a world leader in the management of data centers and other critical environments.
Helpdesk Administrator employer: BGIS UK & Europe
Contact Detail:
BGIS UK & Europe Recruiting Team
StudySmarter Expert Advice 🤫
We think this is how you could land Helpdesk Administrator
✨Tip Number 1
Get to know the company! Before your interview, do a bit of research on BGIS. Understand their values, services, and recent projects. This will help you tailor your responses and show that you're genuinely interested in being part of the team.
✨Tip Number 2
Practice makes perfect! Run through common interview questions with a friend or in front of the mirror. Focus on how your skills match the Helpdesk Administrator role, especially your communication and organisational skills.
✨Tip Number 3
Show off your tech skills! Since this role involves using systems like Concept Evolution and Opti-MIS, be ready to discuss any relevant experience you have with similar software. If you don’t have direct experience, highlight your strong IT skills and willingness to learn.
✨Tip Number 4
Follow up after your interview! A quick thank-you email can go a long way. It shows your enthusiasm for the position and keeps you fresh in the interviewer's mind. Plus, it’s a great chance to reiterate why you’d be a perfect fit for the Helpdesk Administrator role.
We think you need these skills to ace Helpdesk Administrator
Some tips for your application 🫡
Tailor Your CV: Make sure your CV is tailored to the Helpdesk Administrator role. Highlight your relevant experience, especially in customer service and administrative tasks, to show us you’re the right fit for our team.
Craft a Compelling Cover Letter: Your cover letter is your chance to shine! Use it to explain why you want to join BGIS and how your skills align with the job description. Keep it professional but let your personality come through!
Show Off Your Communication Skills: Since this role involves a lot of client interaction, make sure your written application reflects your excellent communication skills. Be clear, concise, and friendly in your language to impress us from the get-go.
Apply Through Our Website: We encourage you to apply directly through our website. It’s the best way to ensure your application gets into the right hands and helps us keep track of all applicants efficiently!
How to prepare for a job interview at BGIS UK & Europe
✨Know Your Role Inside Out
Before the interview, make sure you thoroughly understand the Helpdesk Administrator role. Familiarise yourself with the key responsibilities and required skills mentioned in the job description. This will help you tailor your answers to show how your experience aligns with what they’re looking for.
✨Practice Your Communication Skills
Since this role involves a lot of client-facing interactions, practice your verbal and written communication skills. You might want to prepare examples of how you've handled customer queries or resolved issues in the past. Clear and confident communication can set you apart from other candidates.
✨Showcase Your IT Proficiency
The job requires strong IT skills, especially with tools like Word and Excel. Be ready to discuss your experience with these applications and any other relevant software, such as the Maximo system. If you have specific examples of how you've used these tools to improve efficiency, share them!
✨Demonstrate Your Team Spirit
Collaboration is key in this role, so be prepared to talk about your experience working in teams. Highlight instances where you’ve supported colleagues or contributed to group projects. Showing that you can work well both independently and as part of a team will resonate well with the interviewers.
