Helpdesk / Facilities Management Coordinator

With over 35 years experience, Bradley Hall are well-recognised as one of the most prominent and successful property companies in the North of England. We offer a multi-disciplinary practice, with services provided in Valuation & Lease Advisory, Commercial Agency, Residential Agency, Land & Development, Building Surveying, Property Management and New Homes.

Over recent years, the company has grown beyond the North East, and now has a presence in Leeds, Manchester, Carlisle and Birmingham, with more on the horizon.

Our people are our biggest asset and key to our success, we pride ourselves on creating an environment whereby our teams are able to develop and reach their full potential by working towards our core values. Many of the existing department heads have grown and progressed into their roles, which highlights the companys commitment to promoting from within.

The Helpdesk Coordinator / Facilities Manager is responsible for coordinating and managing helpdesk requests and facility operations across a portfolio of commercial properties. This role ensures that tenants, contractors, and internal teams receive timely support and that all buildings are maintained to the highest operational and safety standards.

Key Responsibilities

Helpdesk & Tenant Support

• Serve as the first point of contact for tenant service requests and maintenance issues via the repairs mailbox.
• Log, prioritise, and assign service tickets to maintenance staff or external vendors.
• Track progress and follow up to ensure all requests are completed within agreed timelines and service standards.
• Communicate proactively with tenants regarding issue status, maintenance schedules, and building updates.
• Maintain detailed records of all tenant interactions and service activity.

Facilities Operations

• Oversee daily building operations including HVAC, plumbing, electrical, cleaning, and security systems.
• Liaise with the property inspector for site inspections to ensure properties are clean, safe, and in good repair.
• Schedule and supervise preventative maintenance programs for all critical systems and equipment.
• Respond promptly to facility-related emergencies, coordinating contractors and internal teams as needed.
• Support sustainability initiatives, including energy management and waste reduction.

Contractor Management

• Source, negotiate, and manage service providers for cleaning, landscaping, maintenance, and security.
• Monitor contractor performance, ensuring compliance with service level agreements and safety regulations.
• Maintain and update contractor documentation including insurance certificates and permits.
• Review and approve vendor invoices, ensuring accuracy and alignment with budgets.
• Tendering of contracts for upcoming budgets and or any underperforming contractors.

Administrative & Reporting

• Maintain the helpdesk and work order management system (Re-Leased).
• Assist with service charge budgeting, cost tracking, and procurement for facility-related expenses.
• Support property audits, compliance inspections, and documentation for risk management.

Health, Safety & Compliance

• Ensure compliance with building codes, fire safety, health, and environmental regulations.
• Maintain up-to-date records for safety inspections, equipment certifications, and incident reports.

Qualifications

• Education: Diploma or Bachelor’s degree in Facilities Management, Property Management, Building Services, or related field.
• Experience: 3–5 years in commercial property or facilities management; experience in multi-tenant buildings preferred.
• Technical Skills:
  • Proficiency with management software (re-leased).
  • Strong working knowledge of building systems (HVAC, electrical, plumbing, security).
  • Proficient in Microsoft Office Suite.
• Certifications (Preferred):
  • Facilities Management (BIFM, IFMA, or equivalent)
  • Health & Safety (IOSH / NEBOSH)

Core Competencies

• Excellent communication and customer service skills.
• Strong organisational and problem-solving abilities.
• Ability to manage multiple priorities across different sites.
• Vendor negotiation and contract management.
• Attention to detail and proactive approach to maintenance and safety.