Provides client-facing helpdesk and administrative support for facilities maintenance operations. Responsibilities include handling enquiries and callouts, raising reactive jobs and PPMs, producing reports, processing work orders and purchase orders, managing subcontractor documentation, maintaining records and WIP, and supporting engineering teams. The role requires strong communication, organisation, IT skills, accuracy, and the ability to prioritise work in a busy office environment.
Job Title: Helpdesk Administrator
Purpose of the Role
BGIS is a progressive organisation within the Engineering sector, delivering electrical and mechanical services across commercial properties. The Helpdesk Administrator plays a key role in supporting the Contract Support team, Maintenance Manager, Engineers, and external stakeholders by ensuring timely and accurate processing of documentation and providing exceptional service to clients and internal teams.
Key Responsibilities Helpdesk & Client Support
- Act as the main point of contact for client-facing helpdesk queries.
- Respond positively and professionally to internal and external enquiries.
- Maintain confident communication via phone, email, radio, and face‑to‑face interactions.
- Check and respond to overnight callouts.
- Raise reactive jobs and allocate PPMs using the Concept Evolution system.
Administrative Duties
- Produce reports for BGIS and clients (weekly and monthly statistical data).
- Process task sheets daily and maintain accurate client files.
- Raise work orders, purchase orders, and manage subcontractor call-outs.
- Upload subcontractor service sheets and documentation into Opti‑MIS.
- Maintain subcontractor records and logbook systems.
- Assist with general office duties such as photocopying, filing, and taking meeting minutes.
- Book internal meeting rooms.
- Cover holiday, sickness, and lunch periods for other administrative staff.
- Conduct annual archiving of site files.
- Ensure Work in Progress (WIP) is maintained and updated.
- Log holidays and sickness for engineering teams.
- Ensure all Health & Safety and legislative documentation is received from subcontractors.
- Take ownership of all assigned tasks through to completion.
Collaboration
- Work closely with the Contract Manager and Contract Support team to ensure timely completion of responsibilities.
Accountability
- Reports directly to the onsite Contract Manager.
- No direct budgetary responsibility.
Person Specification Education
- Essential: GCSE-level education including English and Maths.
- Desirable: A‑Levels, HNC/D, or a degree-level qualification.
Skills & Knowledge
- Essential:
- Strong keyboard and general IT skills (Word, Excel).
- Excellent telephone manner and communication skills.
- Good interpersonal skills.
- Strong numeracy and timekeeping.
- Ability to work independently and as part of a team.
- Desirable:
- Experience with the Maximo system.
- Understanding of engineering terminology and processes.
Experience
- Essential: Experience working in a busy office environment.
- Desirable: Experience in a Customer Service, Service Desk, or Helpdesk environment.
Attributes
- Aptitudes: Excellent written and verbal communication, detail-focused, methodical.
- Character: Customer-focused, reliable, self-motivated, able to prioritise tasks and work well under pressure.
At BGIS we believe that diversity and inclusion is a key business driver, such that we never lose sight of its importance as it is woven into the fabric of our organisation. We are committed to maintaining a barrier-free recruitment process by providing equal employment opportunities through recruiting and retention of individuals of all backgrounds. We recognise that promoting diversity is an essential component of our continuing pursuit for organisational success. #BGISUK
About UsBGIS is a global leader in integrated facility management services. Offering a full range of facility and real estate management services, BGIS partners with clients globally to bring forward innovative solutions. About the TeamBGIS is a global leader in the provision of Facility Management, Project Delivery, Energy & Sustainability, Asset Management, Workplace Advisory, and Real Estate Services. With a combined team of over 8,000 globally, BGIS relentlessly focuses on delivering innovative service solutions that create value for its clients. Globally, BGIS manages over 30,000 facilities totalling more than 320 million square feet across several markets including government, higher education, utilities, telecommunications, financial services, oil & gas, healthcare and cloud enterprise. In addition to managing a diverse portfolio of corporate offices, retail, colleges, hospitals and industrial assets, BGIS is a world leader in the management of data centers and other critical environments.Similar Jobs
Healthtech • Biotech
Manages daily facilities helpdesk requests through the TMS system, responds to email and telephone enquiries, triages tasks, raises requests for departments and contractors, maintains purchasing requisition records, schedules preventative maintenance, and performs facilities administration.
Top Skills:
Tms Systems
Energy
Provides client-facing helpdesk support and administrative coordination for facilities maintenance operations. Responsibilities include responding to queries and callouts, raising reactive jobs and PPMs, producing reports, processing work orders and purchase orders, managing subcontractor documentation, maintaining records, supporting engineering teams, and completing general office duties. The role requires accurate, timely communication and effective task prioritization.
Top Skills:
Concept EvolutionMaximoExcelMicrosoft WordOpti-Mis
Artificial Intelligence • Software
Manages People Experience initiatives spanning new-hire onboarding, learning programs, and internal events. Facilitates Palantir’s in-person Indoc program in London every other week, coordinates event logistics, contracts, payments, and stakeholder communications, and maintains operational workflows and project metrics. The role also improves processes, removes roadblocks, supports cross-functional teams, and uses AI and new products to scale operational reach.
Top Skills:
Artificial Intelligence
What you need to know about the London Tech Scene
London isn't just a hub for established businesses; it's also a nursery for innovation. Boasting one of the most recognized fintech ecosystems in Europe, attracting billions in investments each year, London's success has made it a go-to destination for startups looking to make their mark. Top U.K. companies like Hoptin, Moneybox and Marshmallow have already made the city their base — yet fintech is just the beginning. From healthtech to renewable energy to cybersecurity and beyond, the city's startups are breaking new ground across a range of industries.
