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- Tasks: Manage the CAFM system and oversee maintenance tasks while ensuring timely completion.
- Company: GFM is a leading facilities management company known for innovation and strong client relationships.
- Benefits: Enjoy a dynamic work environment with opportunities for growth and development.
- Why this job: Join a team that values service and innovation, making a real impact in facilities management.
- Qualifications: Experience in facilities management helpdesk, excellent communication skills, and knowledge of CAFM systems required.
- Other info: We promote diversity and equality, welcoming applications from all community sections.
The predicted salary is between 28800 - 43200 £ per year.
About The Role:
We are looking for a dedicated, site-based Helpdesk Administrator to manage and monitor the CAFM system. This role ensures reactive and planned maintenance tasks are properly assigned, chased, and closed down, all while meeting strict SLA requirements to avoid KPI penalties.
Key Responsibilities:
- Act as the first point of contact for all reactive and planned preventative maintenance (PPM) tasks
- Produce open work reports for helpdesk activities
- Maintain and cleanse data within the CAFM system
- Engage with clients regarding outstanding work orders
- Raise and receipt purchase orders for works and goods
- Ensure timely payments by confirming deliveries and services from suppliers
- Liaise with subcontractors and suppliers to resolve queries
- Carry out a range of administrative duties, including:
- Processing engineer timesheets
- Supporting the Contract Manager with data for monthly client reports
- Taking meeting minutes
- Producing weekly helpdesk reports
- Collating domestic audit documentation
About You:
- Demonstrated experience in a facilities management helpdesk environment
- Excellent communication and customer service skills
- Strong working knowledge of CAFM systems (e.g. Maximo, Concept)
- Experience planning, scheduling, and assigning both reactive and PPM tasks
- Confident in liaising with clients to coordinate site access and works
- Capable of raising and receipting purchase orders for materials, parts, and services
- Experienced in engaging with subcontractors for both reactive and scheduled works
- Proactive in chasing engineers and subcontractors for updates and completion paperwork
- Comfortable logging calls and updating job statuses within the CAFM system
- Strong attention to detail with a commitment to meeting SLA and KPI targets
About Us:
At GFM we pride ourselves on service, innovation and the ongoing relationships we have with our client. We are not simply a facilities management company.
By building lasting relationships with over 100 clients GFM have become one of the countries leading FM companies.
We offer a full spectrum of FM services, including maintenance, cleaning, catering, security, horticulture, environment and energy.
Which can be delivered as a single line or a tailored bundle, but what GFM do best is offer fully integrated bespoke solutions.
Safeguarding Statement:
Grosvenor House Group is committed to safeguarding and promoting the welfare of children and vulnerable adults. As part of our safer recruitment process, all candidates will be subject to pre-employment checks, including reference checks and an enhanced DBS disclosure.
We welcome applications from all sections of the community and are committed to promoting diversity and equality in the workplace.
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Help Desk Administrator employer: Grosvenor House Group Limited
Contact Detail:
Grosvenor House Group Limited Recruiting Team
StudySmarter Expert Advice 🤫
We think this is how you could land Help Desk Administrator
✨Tip Number 1
Familiarise yourself with CAFM systems like Maximo or Concept, as having a strong working knowledge of these platforms will set you apart. Consider taking online courses or tutorials to boost your skills and demonstrate your commitment to mastering the tools used in the role.
✨Tip Number 2
Brush up on your communication and customer service skills, as these are crucial for liaising with clients and subcontractors. Practise active listening and clear communication techniques to ensure you can effectively manage queries and updates.
✨Tip Number 3
Showcase your organisational skills by preparing examples of how you've successfully managed multiple tasks or projects in the past. Being able to demonstrate your ability to prioritise and meet SLA and KPI targets will be a big plus.
✨Tip Number 4
Network with professionals in the facilities management sector, especially those who have experience in helpdesk roles. Attend industry events or join relevant online forums to gain insights and potentially get referrals that could help you land the job.
We think you need these skills to ace Help Desk Administrator
Some tips for your application 🫡
Tailor Your CV: Make sure your CV highlights relevant experience in facilities management and helpdesk environments. Emphasise your familiarity with CAFM systems and any specific software you have used, such as Maximo or Concept.
Craft a Strong Cover Letter: Write a cover letter that directly addresses the key responsibilities mentioned in the job description. Use specific examples from your past experience to demonstrate how you meet the requirements, particularly in managing maintenance tasks and liaising with clients.
Showcase Communication Skills: Since excellent communication is crucial for this role, ensure your application reflects your ability to engage with clients and subcontractors. Mention any relevant experiences where you successfully resolved queries or coordinated site access.
Highlight Attention to Detail: In your application, provide examples that showcase your strong attention to detail, especially in relation to meeting SLA and KPI targets. This could include instances where you successfully managed multiple tasks or maintained accurate records within a system.
How to prepare for a job interview at Grosvenor House Group Limited
✨Know Your CAFM Systems
Familiarise yourself with the CAFM systems mentioned in the job description, such as Maximo or Concept. Be prepared to discuss your experience with these systems and how you've used them to manage maintenance tasks effectively.
✨Demonstrate Communication Skills
Since this role requires excellent communication with clients and subcontractors, practice articulating your thoughts clearly. Prepare examples of how you've successfully liaised with different stakeholders in previous roles.
✨Showcase Your Attention to Detail
Highlight your ability to maintain accurate records and data within a system. Bring examples of how your attention to detail has helped you meet SLA and KPI targets in past positions.
✨Prepare for Scenario Questions
Expect questions that assess your problem-solving skills, especially regarding reactive and planned maintenance tasks. Think of scenarios where you had to chase updates or resolve queries, and be ready to explain your approach.