At a Glance
- Tasks: Provide efficient helpdesk support and administration for live maintenance contracts.
- Company: Join BGIS, a global leader in integrated facility management services.
- Benefits: Full-time role with opportunities for growth and diverse work environment.
- Other info: Diversity and inclusion are at the heart of our recruitment process.
- Why this job: Be part of a dynamic team making a real impact in facilities management.
- Qualifications: PC skills and experience in procurement or maintenance preferred.
The predicted salary is between 24000 - 36000 £ per year.
Join to apply for the Helpdesk Co‑ordinator role at BGIS UK & Europe.
Purpose of Job
To provide contract administration support for all live Maintenance contracts including Planned Preventative Maintenance and any additional works. To assist the Contract Manager and Contract Supervisor with day‑to‑day running of the Contracts.
Job Description
Tasked with delivering efficient helpdesk support and administration to ensure smooth contract execution and customer satisfaction.
Areas of Job Accountability
- Primary Role
- Provide helpdesk administration, answering telephone calls and acting accordingly.
- Respond to BSM Admin email to agreed rota and action all requests/tasks.
- Triage incoming calls and enquiries and action accordingly.
- Operate BSM CAFM System for raising Daywork tickets in preparation for issuing to the Service Desk.
- Obtain detailed job information in preparation for issuing to the Service Desk.
- Communicate with customer to acknowledge receipt of jobs and provide initial updates.
- Secondary Role – to provide cover for the Region for holidays, sickness and during busy periods
- Operate bespoke computer‑added facilities management system JobLogic and bespoke accounts system Accounts IQ.
- Review and approve Supplier and Subcontractor invoices.
- Complete weekly timesheet routine.
- Assist Service Desk coordinators with the review of completed Daywork tickets and collate information packs for invoicing.
- Discuss subcontractor/supplier queries and resolve as necessary.
- Review un‑invoiced Daywork report and action.
- Assist Service Desk coordinators with obtaining Purchase Orders for completed works.
- Review WIP report and un‑invoiced Daywork report for the monthly Operations meeting.
- Daily review of completed Daywork/reactive and PPM reports and action accordingly.
- Liaise with Contract teams to arrange attendance to reactive callouts.
- Operate BSM account package (Accounts IQ) for raising and issuing Subcontract/Supplier purchase orders.
- Communicate with customers for arrangement of site access and provide job updates.
- Complete jobs, compile documentation for Job packs in prep for invoicing.
- Upload documentation and provide job updates on customer portals.
- Book subcontracted PPM tasks and obtain related reports/certificates for uploading to CAFM system and customer portals.
Job Size
Contract administration to all live maintenance contracts, within their team. Team turnover approximately £2.0m. Provide support to 10 Technicians. Procurement of supplies and sub‑contractors, in line with company financial limits.
Authority Levels
Sourcing of all supplies and sub‑contractors to meet approved contract plan. Control of day‑work related expenditure to agreed budgets.
Qualifications And Experience
P.C. skills on all major software packages. Experience in procurement of mechanical or electrical installation/maintenance preferable. Work planning/programming. Costing of maintenance related activities preferable.
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 centres and other critical environments.
Seniority level Entry level
Employment type Full‑time
Job function Information Technology
Industries Facilities Services
Helpdesk Co-ordinator employer: BGIS UK & Europe
At BGIS, we pride ourselves on being an excellent employer, offering a competitive salary and comprehensive benefits package to our Lead Mobile Maintenance Engineers. Our work culture fosters diversity and inclusion, ensuring that every team member feels valued and supported in their professional growth. With opportunities for ongoing training and development across high-profile sites in Central London, you will be part of a dynamic team dedicated to delivering exceptional service and technical expertise.
StudySmarter Expert Advice🤫
We think this is how you could land Helpdesk Co-ordinator
✨Get to Know the Company Culture
Before jumping into applications, it’s super helpful to understand the vibe at BGIS UK & Europe. Check out their social media, read reviews on sites like Glassdoor, and see how they engage with customers. It'll give you clues on their values and help tailor your conversation during interviews.
✨Join Customer Support Communities
Dive into online communities like those on Reddit or LinkedIn where customer support pros hang out. Participating in discussions or asking questions can make you more visible to potential recruiters and help you learn about job openings at companies like BGIS UK & Europe before they even post them.
✨Attend Job Fairs or Networking Events
Look out for local job fairs or events specifically for customer support roles. This is your chance to meet hiring managers face-to-face, and you might even get the opportunity to interview on the spot!
✨Show Off Your Skills with Customer Interactions
In the customer support world, showcasing your communication skills is key. Consider creating a short video introducing yourself or even doing a mock call to showcase your abilities. It's a memorable way to stand out, especially if you can share this during your interview process!
We think you need these skills to ace Helpdesk Co-ordinator
Some tips for your application 🫡
Show Off Your Communication Skills:In customer support, clear communication is key. Make sure your CV highlights any experience you've had in customer-facing roles and your ability to resolve issues. Don't shy away from including specific examples of how you've gone above and beyond to help customers – this really shows your potential in the role.
Tailor Your Cover Letter to BGIS UK & Europe:Your cover letter is your chance to shine! Tell us why you want to work at BGIS UK & Europe specifically. Mention any unique aspects of our company that resonate with you and how your skills can enhance our customer support. This personal touch will set your application apart from the rest!
Highlight Any Relevant Tools or Tech Skills:If you've used customer support software like Zendesk or Freshdesk or have experience with CRM systems, make sure to mention these in your application. Being familiar with industry-standard tools can be a big plus for us when we’re reviewing applications, as it shows you can hit the ground running!
Demonstrate Your Problem-Solving Skills:Customer support roles often require a knack for problem-solving. In your application, share examples of past experiences where you've tackled tough situations or resolved conflicts effectively. This will give us a good sense of how you handle challenges—an essential skill for success at BGIS UK & Europe!
How to prepare for a job interview at BGIS UK & Europe
✨Show Off Your People Skills
In customer support, it's all about communicating effectively. Prepare to share instances from your past experiences where you handled difficult customers or resolved conflicts. We want to hear how you empathised and found the best solutions, so think of specific examples to back up your stories!
✨Know the Tools of the Trade
Familiarise yourself with common customer support tools like Zendesk or Freshdesk, and make sure to review how you’ve used any similar systems in the past. During the interview, being able to discuss your hands-on experience with software or ticketing systems can really set you apart from the competition, so don’t skip this prep!
✨Show Genuine Enthusiasm
As this is a full-time role, employers want someone who isn’t just looking for any job, but wants to grow within customer support. Make sure to express your enthusiasm for helping customers and your desire to develop your skills. Show them why you're passionate about this field!
✨Practice Common Scenarios
Be prepared for role-playing scenarios where you might have to reassess a solution with a frustrated customer or explain a complex process in simple terms. Practising these common scenarios can help us feel more confident and demonstrate our practical skills effectively during the interview.
