Facilities Help Desk Administrator


*Are you a Facilities Help Desk Administrator with excellent proven experience?


*Do you have a natural flair and passion for facilities management and fantastic customer service and administration skills?


*Would you like to work for a company that offers great scope for progression for hard workers?


Office Angels Livingston are collaborating exclusively with a fast paced and innovative team for a Permanent Facilities Help Desk Administrator. The role is perfect for someone who has proven experience in a similar role within facilities and is naturally IT savvy and is looking for a new challenge. Based in West Lothian, salary up to £24,000 per annum depending on experience. The core hours are Monday - Friday, 8am-5pm (40hrs per week).


Role Overview


You will work alongside five other Help Desk Administrators to provide a first line of support for technical, Building Management and Facilities Services. You must be experienced in a similar facilities help desk role, be IT savvy and will see through all issues from initial log through to final resolution, ensuring excellent customer service each time. You will have excellent spelling and grammar, good knowledge of Microsoft platforms and software and take real pride in your work and enjoy going the extra mile. This is a fast paced and busy Help Desk role which is why previous experience is essential as you need to hit the ground running. The company offers great opportunities for hard workers that are keen to build their career long term and progress.


The role will initially be working from home with a view to moving back into an office environment asap, therefore you must be happy to work in an office.


Duties include:



  • First point of contact for incoming telephone calls. Accurately process enquiries, resolving concerns where possible or distributing call back requests to the relevant department with key information

  • Responding to helpdesk queries and ensuring they are logged correctly in line with each client's contract on our clients Eworks management system

  • Follow up on queries and plan engineer or sub-contractor attendance as required

  • Liaise with contractors, client representatives, and the full team including engineers

  • Ensure Contractors are aware of outstanding issues and are dealing with them in a timely manner

  • Ensure Clients are updated with progress of works

  • Manage the PO process from the issue of standard purchase/sub-contractor orders to updating with relevant information for our client's Accounts team to allow payment of suppliers/subcontractors

  • Appropriately escalate any issues where suppliers and engineers have failed to respond within contract timescales

  • Assist with producing engineer/sub-contractor quotations

  • Process reports for engineers, highlighting working hours and material costs

  • Manage quoted works & planned maintenance visits using Eworks system to process reports and escalate non-compliance to Help desk/Facilities Managers

  • Run active job list and book in engineer/sub-contractor visits in good time, ensure paperwork returned and uploaded in reasonable time before month end

  • Assist in the setting up of new Sub-contractors

  • Provide administrative support to engineers (Risk and Method Statements etc)

  • Any other Ad hoc duties as required


Skills and Experience required:



  • Previous experience within a facilities or commercial FM Help Desk role is preferred

  • Previous Help Desk and Administration experience is essential

  • Excellent communication skills - both written and verbal

  • Customer service experience

  • Good working knowledge of Microsoft office and Microsoft Teams

  • Ability to work on own initiative and as a part of a team


Interested? Please call Nadia at Office Angels Livingston today or send your CV to nadia.gray2@office-angels.com

Office Angels acts as an employment agency for permanent recruitment and an employment business for the supply of temporary workers. Office Angels UK is an Equal Opportunities Employer.


By applying for this role your details will be submitted to Office Angels. Our Candidate Privacy Information Statement explaining how we will use your information is available on our website.

To speak to a recruitment expert please contact Nadia Gray