Helpdesk & Administration Co-Ordinator

Helpdesk & Administration Co-ordinator

Purpose of the Role
Are you a proactive problem-solver with a passion for customer service and operational excellence? Join our dynamic Estates team as the first point of contact for maintenance and facilities support across the university. This multifaceted role blends helpdesk coordination, contractor reception, room bookings, and administrative support-keeping our campuses running smoothly and efficiently.
You'll be the friendly face and organised mind behind our Estates Service Desk, ensuring that maintenance requests are logged, tracked, and resolved promptly. You'll also manage contractor access, support room bookings for staff and students, and contribute to the continuous improvement of our facilities operations.
Key Responsibilities
️ Helpdesk & Contractor Coordination

• Serve as the frontline contact for reporting maintenance issues and requests via our CAFM system.
• Welcome and sign in contractors, ensuring access permissions and safety protocols are followed.
• Monitor job progress and escalate issues to ensure timely resolution.
• Respond to out-of-hours voicemail requests and follow up appropriately.

️ Administrative Support

• Maintain and update databases, filing systems, and monthly reports for the FM teams.
• Organise key Estates meetings, including minute-taking and follow-up actions.
• Manage secure access control systems, including physical keys and electronic permissions.
• Support financial processes and respond to ad hoc administrative requests.

Room Bookings Management

• Handle daily room booking enquiries using the CMIS system.
• Allocate suitable spaces in line with university procedures.
• Liaise with timetabling and events teams to coordinate bookings.
• Conduct regular audits of teaching spaces and PC labs across campuses.
• Maintain intranet pages related to room bookings.

Service Monitoring & Process Improvement

• Participate in facility inspections and ensure follow-up actions are completed.
• Contribute to the development of service delivery procedures and documentation.
• Ensure Service Level Agreements are met through robust escalation processes.

What We're Looking For

• Exceptional interpersonal and communication skills.
• Strong organisational abilities with attention to detail.
• Confidence in making decisions and managing multiple priorities.
• Experience with CAFM or similar systems is a plus.
• A collaborative mindset and a commitment to excellent service.

Temp assignment until ChristmasOffice based at Talbot Campus
£15.12 an hour
37 hours - Monday to Friday

What you need to do now

If you're interested in this role, click 'apply now' to forward an up-to-date copy of your CV, or call us now.
If this job isn't quite right for you, but you are looking for a new position, please contact us for a confidential discussion about your career.
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