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- Tasks: Coordinate maintenance jobs and support clients with exceptional service.
- Company: Join a growing, people-driven business focused on integrity and teamwork.
- Benefits: Competitive salary, 25 days leave, pension scheme, and career development.
- Why this job: Be part of a dynamic team making a real impact in facilities management.
- Qualifications: Experience in helpdesk or planning roles with strong communication skills.
- Other info: Fast-paced environment with opportunities for personal and professional growth.
The predicted salary is between 28000 - 33000 £ per year.
At Universal Building Specialists (UBS), we are proud to be a growing, people-driven business built on integrity, collaboration, and technical excellence. From our head office in Brentwood, we deliver mechanical, electrical, and building fabric maintenance to clients across the UK — combining national reach with a personal, hands-on approach.
Our culture is open, energetic, and supportive. We believe the best results come from strong teamwork, clear communication, and empowering our people to take ownership of their work. Whether you are dispatching engineers to an urgent call-out, supporting a client during a critical incident, or planning PPM schedules for a major site, you will be part of a team that genuinely cares about doing things right and delivering exceptional service every day.
As we continue to expand, we are looking for a Facilities Helpdesk Coordinator with strong organisational skills and a cool head under pressure to join our Brentwood-based planning team. You will manage a dedicated portfolio of clients, ensuring reactive jobs, call-outs, and remedial works are handled quickly, efficiently, and to the highest standard.
The Facilities Helpdesk Coordinator will take ownership of a specific portfolio of clients, managing all reactive maintenance, call-outs, and remedial works from first contact through to completion. This role sits within the planning team and requires exceptional multitasking, prioritisation, and communication skills.
You will coordinate engineers and subcontractors, ensure response times meet SLA requirements, and support the Service Delivery Manager in maintaining smooth, high-quality service delivery. It is a fast-paced, dynamic position ideal for someone who thrives under pressure, enjoys solving problems on the spot, and takes pride in keeping operations moving seamlessly.
Tasks
- Act as the first point of contact for all reactive maintenance, call-outs, and remedial works across a defined client portfolio.
- Log, prioritise, and manage all incoming jobs within the CAFM system, ensuring accurate details and timely responses.
- Schedule and coordinate engineers and subcontractors based on priority, skillset, and location.
- Monitor live jobs throughout the day — chasing attendance, progress updates, and completions.
- Ensure all response and completion times meet agreed SLAs and escalate where necessary.
- Communicate clearly and proactively with clients, providing updates and reassurance during live call-outs.
- Support the planning of remedial works following engineer visits or compliance inspections.
- Work closely with the Service Delivery Manager and other Helpdesk Coordinators to ensure even workload distribution and team efficiency.
- Produce and update reports on job status, response performance, and client activity.
- Contribute to continuous improvement of scheduling and communication processes within the helpdesk team.
Requirements
Essential:
- Experience working in a helpdesk, planning, or scheduling role within Facilities Management or Building Services.
- Strong understanding of reactive maintenance and call-out management.
- Excellent communication and multitasking skills — calm under pressure and able to prioritise in a fast-moving environment.
- Confident using CAFM systems, Excel, and Microsoft Office applications.
- Organised, proactive, and solutions-focused — able to think quickly and make sound decisions.
- Strong attention to detail and accuracy in job logging and reporting.
Desirable:
- Experience coordinating M&E engineers or managing reactive workstreams in a hard services environment.
- Knowledge of SLA performance management and escalation processes.
- Familiarity with SFG20 and FM compliance frameworks.
Benefits
- Competitive salary (£28–33K depending on experience)
- 25 days annual leave plus bank holidays
- Pension scheme
- Ongoing training and career development opportunities
- Supportive and collaborative working culture
- Modern offices with on-site parking
- The chance to be part of a fast-growing FM business where your contribution directly impacts client service and team success
If you feel like you could make a difference at UBS, get in touch.
Helpdesk Coordinator in Wickford employer: Universal Building Specialists
Contact Detail:
Universal Building Specialists Recruiting Team
StudySmarter Expert Advice 🤫
We think this is how you could land Helpdesk Coordinator in Wickford
✨Tip Number 1
Network like a pro! Reach out to your connections in the facilities management sector and let them know you're on the lookout for opportunities. You never know who might have the inside scoop on a role that’s perfect for you.
✨Tip Number 2
Prepare for those interviews by practising common questions related to helpdesk coordination. Think about how you’d handle specific scenarios, like managing multiple urgent call-outs at once. We want you to shine when it’s your time to impress!
✨Tip Number 3
Show off your organisational skills! During interviews, share examples of how you've successfully managed reactive maintenance or coordinated teams in high-pressure situations. This will demonstrate that you’re the cool-headed coordinator we need.
✨Tip Number 4
Don’t forget to apply through our website! It’s the best way to ensure your application gets noticed. Plus, it shows you’re genuinely interested in being part of our supportive and energetic team at UBS.
We think you need these skills to ace Helpdesk Coordinator in Wickford
Some tips for your application 🫡
Show Your Organisational Skills: In your application, highlight your experience with managing multiple tasks and prioritising effectively. We want to see how you keep things running smoothly, especially in a fast-paced environment like ours!
Communicate Clearly: Since communication is key in this role, make sure your application reflects your ability to convey information clearly and confidently. Use examples that demonstrate how you've kept clients updated during critical situations.
Be Proactive: We love candidates who take initiative! Share instances where you've gone above and beyond to solve problems or improve processes. This shows us you're not just reactive but also proactive in your approach.
Apply Through Our Website: Don't forget to submit your application through our website! It’s the best way for us to receive your details and ensures you’re considered for the role. We can’t wait to hear from you!
How to prepare for a job interview at Universal Building Specialists
✨Know Your Stuff
Before the interview, make sure you understand the basics of reactive maintenance and call-out management. Brush up on your knowledge of CAFM systems and how they work, as well as any relevant compliance frameworks like SFG20. This will show that you're not just interested in the role but also have a solid grasp of what it entails.
✨Show Off Your Communication Skills
Since this role involves a lot of client interaction, be prepared to demonstrate your communication skills. Think of examples where you've successfully managed client expectations or resolved issues under pressure. Practising clear and concise responses will help you shine during the interview.
✨Demonstrate Your Organisational Skills
The Facilities Helpdesk Coordinator role requires exceptional multitasking and prioritisation. Prepare to discuss specific instances where you've juggled multiple tasks effectively. You might even want to bring a simple example of how you organise your workload to illustrate your approach.
✨Be Solutions-Focused
UBS values proactive problem solvers. During the interview, share examples of how you've tackled challenges in previous roles. Highlight your ability to think quickly and make sound decisions, especially in fast-paced environments. This will show that you can handle the dynamic nature of the job.
