Role Summary
Seeking a highly organised and detail-focused FM Helpdesk Advisor with specialist expertise in Planned Preventative Maintenance (PPM) and advanced proficiency in Joblogic CAFM system. The ideal candidate will play a key role in ensuring the effective scheduling, coordination and compliance of our PPM programme. This role also requires a high level of competence with Microsoft Office and Google Workspace, as you will be responsible for managing calendar invites and scheduling appointments across multiple stakeholders.
Key Responsibilities
PPM Coordination & Compliance
- Accurately log and schedule all PPM activities in Joblogic in line with contractual and statutory requirements (e.g. SFG20).
- Maintain and manage the PPM calendar with foresight, ensuring works are scheduled in good time and resources are confirmed.
- Track PPM completion, ensuring all works are completed within SLA and elevate issues where necessary.
- Coordinate engineer and subcontractor attendance, ensuring access arrangements, permits and documentation are in place.
- Ensure full audit trail of completed PPMs, with associated certification and service reports uploaded in Concept.
Helpdesk & CAFM System Management
- Act as the central point of contact for all PPM-related queries on the helpdesk.
- Ensure all task data in Joblogic is accurate, timely and well-structured.
- Produce reports and dashboards to highlight performance, overdue works, and risk areas.
- Maintain clean and auditable records of all maintenance activity and interactions.
Calendar & Communication Management
- Take full responsibility for scheduling calendar appointments and service visits using Google Workspace.
- Send, amend, and monitor calendar invites for engineers, clients, and internal teams.
- Communicate clearly and professionally with all stakeholders to confirm schedules and manage changes.
- Ensure client-facing correspondence reflects high standards of professionalism and service.
Administrative Support
- Support the mobilisation of new contracts by setting up PPM schedules and uploading asset data.
- Maintain records and contribute to monthly performance and compliance reporting.
- Participate in service improvement initiatives focused on helpdesk efficiency and PPM delivery.
Essential Skills & Attributes
- In-depth knowledge of PPM processes within a Facilities Management environment.
- Expert user of Joblogic CAFM system.
- Advanced competence with Microsoft Office and Google Workspace, particularly in calendar and meeting management.
- Highly detail-oriented with excellent organisational skills.
- Strong communication skills (both written and verbal).
- Proactive, self‑motivated and able to manage competing priorities effectively.
- Proficient in Microsoft Office (Excel, Word, Outlook, Teams).
- Professional and client-focused approach at all times.
Desirable
- Familiarity with SFG20 and statutory compliance requirements.
- Previous experience in a fast‑paced FM helpdesk setting.
- Understanding of SLA and KPI frameworks.
- Experience preparing data for internal audits and client reporting.
