Help Desk/Adminstrator – Job Ref PP06



Purpose of the Role:
The role is to provide administration support to the FM Manager and AC/Service Engineers as well as assisting in the office generally.

This role will involve the following but will not be limited to:

  • Ensuring tasks are completed in line with the PPM planner and SLA’s.
  • Liaise with clients, sub‐contractors and engineers by telephone and e‐mail.
  • Organising engineer’s calendars, booking maintenance visits (which includes gaining entry permits where applicable).
  • Hiring of equipment, towers, vans as required.
  • Assisting in the preparation and issuing of RAMS.
  • Organise rota for out of hour’s telephone service.
  • Allocation of job and quote numbers.
  • Raising and allocating purchase orders to, suppliers and sub‐contractors.
  • Taking telephone calls and dealing with queries and call‐outs.
  • Tracking job progress.
  • Typing of e‐mails, letters and faxes.
  • Updating site files with assistance from engineers.
  • Updating and maintaining client database requirements (Job Logic)
  • Updating and maintaining AMD database (Job Logic).
  • Keeping the various department spreadsheets up‐to‐date, i.e. targets, budgets, client and sub‐contractor retentions, quote logs, assets.
  • Checking time sheets in preparation for approval by FM Manager.
  • Organising Monthly Invoicing Reports.


  • Any other duties required to ensure an effective and efficient service is delivered in accordance with AMD procedures
  • To assist the Commercial Team as and when required on an ad‐hoc basis.

The successful candidate will be able to demonstrate that they are:

  • Competent in Microsoft Word, Excel, Outlook, PowerPoint
  • Methodical and organised
  • Good at prioritizing workload
  • A team player
  • Excellent typing skills
  • A quick learner
  • A good level of English spelling and grammar
  • Accurate with good attention to detail
  • Have a sense of humour
  • Focused
  • Show initiative