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- Tasks: Support the team by managing helpdesk queries and processing documentation.
- Company: Join BGIS, a global leader in integrated facility management services.
- Benefits: Gain valuable experience in a dynamic environment with growth 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: Diversity and inclusion are at the heart of our recruitment process.
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.
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.
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
Contact Detail:
BGIS 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 and what they do in the engineering sector. This will help you tailor your responses and show that you're genuinely interested in being part of their team.
✨Tip Number 2
Practice makes perfect! Run through common interview questions with a friend or in front of a mirror. Focus on how your skills, like your excellent communication and IT abilities, align with the Helpdesk Administrator role. The more comfortable you are, the better you'll perform!
✨Tip Number 3
Show off your customer service skills! Since this role involves client-facing helpdesk queries, be ready to share examples of how you've handled difficult situations or provided exceptional service in the past. This will demonstrate your fit for the position.
✨Tip Number 4
Don’t forget to follow up! After your interview, send a quick thank-you email to express your appreciation for the opportunity. It’s a nice touch that can set you apart from other candidates. And remember, apply through our website for the best chance at landing the job!
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 should reflect your personality and enthusiasm for the role. Use it to explain why you want to join BGIS and how your skills align with what we’re looking for.
Show Off Your Communication Skills: Since this role involves a lot of client interaction, make sure your written application showcases your excellent communication skills. Keep it clear, concise, and professional – we love that!
Apply Through Our Website: We encourage you to apply through our website for a smoother process. It’s the best way for us to receive your application and ensures you don’t miss any important updates from our team.
How to prepare for a job interview at BGIS
✨Know Your Role Inside Out
Before the interview, make sure you thoroughly understand the Helpdesk Administrator role. Familiarise yourself with the responsibilities listed in the job description, especially around client support and administrative duties. This will help you answer questions confidently and show that you're genuinely interested in the position.
✨Show Off Your Communication Skills
Since this role involves a lot of client interaction, practice your communication skills. Be prepared to demonstrate how you would handle various scenarios, such as responding to client queries or managing internal communications. Use clear and professional language during the interview to showcase your excellent telephone manner.
✨Highlight Relevant Experience
Think about your past experiences in busy office environments or customer service roles. Prepare specific examples that illustrate your ability to manage tasks under pressure, maintain attention to detail, and work collaboratively with teams. This will help the interviewers see how your background aligns with their needs.
✨Ask Insightful Questions
At the end of the interview, don’t forget to ask questions! Inquire about the team dynamics, the tools they use (like the Concept Evolution system), or how success is measured in the role. This shows your enthusiasm for the position and helps you gauge if the company culture is a good fit for you.
