Overview:
Established in 1999, Optim Facilities are a small but perfectly formed facilities management company based in Holborn. We provide facilities management services to multi-tenanted commercial properties in the UK, mainly situated in central London working directly alongside our clients and commercial tenants to ensure the smooth running of the buildings. We are now looking to recruit an experienced Facilities Helpdesk Co-ordinator.
This is an integral role within the business, providing helpdesk support to our clients. You will be therefore confident, articulate and personable with skills to quickly build rapport with our internal team and clients in order to forge lasting, successful working relationships.
Key Responsibilities:
- Logging call outs and generating jobs for contractors via our internal system, scheduling jobs and liaising with tenants for access
- Act as the central point of contact for clients, addressing their requirements and concerns promptly
- Risk Assessment Actions - reviewing actions on risk assessments and gaining quotes for any works to remedy that are outside of the maintenance contractor's remit
- Responsible for scheduling reactive and planned maintenance tasks with contractors, including tracking the progress of works and following up on service report sheets for any further works noted
- Trouble shooting issues with tenants over the phone to decipher the issue they have and deducing the issue and requesting photos in order to provide a detailed description to the contractor attending
- Procuring works over an agreed amount and comparing specifications and e-mailing summaries for approval
- Engagement: Support with Helpdesk, Risk assessors, contractors and tenants on compliance queries
- Be customer-led responding efficiently to queries via email & calls - Able to communicate effectively using excellent verbal and written communication skills
- Property Service Documentation - Accept and validate service documentation whilst also tracking expiration dates to ensure removal and renewal
- Monitor activities of contract suppliers, SLA’s and KPI. Feeding this information back to management
- Approved suppliers list - tracking the insurance expiry dates of our suppliers and requesting their updated certificate
- Annual data analysis on the helpdesk category call outs and sourcing new contractors as and when needed
Required Skills
- Previous experience in Facilities Management or a related field is highly desirable
- Strong administrator
- Problem-solving mindset with a keen attention to detail
- Ability to work effectively in a fast-paced environment
- Excellent communication abilities
- Committed, reliable, personable
- Job Type: Full-time in our London Office - 5 days a week
Salary: £28,000.00-£33,000.00 per year (dependant on experience)
Experience:
- Property management: 1 year (preferred)
- Facilities management: 2 years (preferred)
Job Type: Full-time
Pay: £30,000.00-£35,000.00 per year
Schedule:
- Monday to Friday
Ability to commute/relocate:
- London: reliably commute or plan to relocate before starting work (preferred)
Education:
- GCSE or equivalent (preferred)
Experience:
- Help desk: 2 years (preferred)
Work Location: In person