Construction & Building Maintenance Helpdesk Coordinator

Job Description

Construction & Building Maintenance Helpdesk Coordinator


London - Crystal Palace
£24,000 - £25,000


Responsible for the day to day operation of our Construction and Maintenance Helpdesk and in-house job work flow system to ensure a professional and timely service is provided to clients.
Provide administrative assistance to the Office Manager and Operations team as may be required in…


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Construction & Building Maintenance Helpdesk Coordinator


London - Crystal Palace
£24,000 - £25,000


Responsible for the day to day operation of our Construction and Maintenance Helpdesk and in-house job work flow system to ensure a professional and timely service is provided to clients.
Provide administrative assistance to the Office Manager and Operations team as may be required in line with the business needs.

Principal duties of the role:

  • Monitoring of emails sent in to the Helpdesk to ensure that clients receive prompt response to their enquiries and advising the relevant manager of priority issues.
  • Answering and filtering of incoming calls and directing calls to the relevant department
  • Setting up new clients on the Job Logic work flow system and ensuring all details relating to the client and contract of service are in place and documented correctly and fully
  • Ensuring that emergency response callouts from clients are dealt with in a timely manner and that the appropriate operatives are scheduled in to attend to any emergency works as required.
  • Book new jobs on to the Job Logic work flow system ensuring a P/O number is received from the client prior to the allocation of works to the relevant operatives, engineers and sub- contractors
  • Ensure clients are kept informed on the progress of jobs and any reported issues.
  • Schedule in any follow up visits to client`s sites in relation to works being undertaken and any new works to be carried out
  • Ensure job notes are updated with progress on each job and that a clear and concise audit trail is visible to all other users of the Job Logic work flow system
  • Updating key client account web portals on progress of jobs
  • Assist the Operations team with the completion of quotations, costing of jobs and sourcing of specialist contractors and engineers to undertake specific works
  • As required, provide heads of departments with current work in progress reports to include the status of each job and costs involved
  • On a weekly basis match the P/O`s obtained from the client at the onset of each job to the completed engineers job record and invoice the clients accordingly for works carried out
  • On receipt of quotations for materials from the company site managers/supervisors raise a P/O number on the Job Logic workflow system against the relevant job number, liaise with the company buyer/supplier for the ordering of materials and arrange a suitable delivery time and relay details back to the site manager/supervisor promptly
  • On receipt of operative`s weekly timesheets check details of hours and overtime recorded against each job, record the hours worked on Job Logic and forward a copy of the timesheet and job sheet record to the relevant Manager for approval
  • On receipt of Operatives weekly expense and mileage claims check that the job numbers stated, and materials ordered tie up with the job sheets, and, once checked, forward on to the relevant Manager for approval
  • Be first point of contact for company visitors, ensuring that on arrival at the office visitors are greeted in a polite, friendly and professional manner. Ensure that they sign the visitor book, are offered refreshments, and inform the meeting organiser of their visitors` arrival
  • Assist with training of new members of the Helpdesk team as appointed
  • Assist with general administrative support requirements as and when required
  • Undertake any other reasonable duties as may be required and agreed by the Office Manager in line with the company`s business needs.


Essential skills and experience:

  • Previous Helpdesk experience is essential, preferably within the construction industry, with a good working knowledge and experience of operating a job workflow system.
  • Possess strong customer service skills in both written and verbal communications
  • Ability to multi-task and prioritise workload, and have a flexible approach to the duties of the role
  • Possess sound administration, organisational and problem-solving skills, with the ability to use own initiative when necessary
  • Able to work under pressure, remain courteous and calm at all times
  • Strong team player
  • Possess good IT skills in particular Word, Excel and Outlook at an intermediate to advanced level
  • Punctual and reliable


Working hours 8am : 4pm or 8.30am : 4.30pm

Job Description

Construction & Building Maintenance Helpdesk Coordinator


London - Crystal Palace
£24,000 - £25,000


Responsible for the day to day operation of our Construction and Maintenance Helpdesk and in-house job work flow system to ensure a professional and timely service is provided to clients.
Provide administrative assistance to the Office Manager and Operations team as may be required in line with the business needs.

Principal duties of the role:

  • Monitoring of emails sent in to the Helpdesk to ensure that clients receive prompt response to their enquiries and advising the relevant manager of priority issues.
  • Answering and filtering of incoming calls and directing calls to the relevant department
  • Setting up new clients on the Job Logic work flow system and ensuring all details relating to the client and contract of service are in place and documented correctly and fully
  • Ensuring that emergency response callouts from clients are dealt with in a timely manner and that the appropriate operatives are scheduled in to attend to any emergency works as required.
  • Book new jobs on to the Job Logic work flow system ensuring a P/O number is received from the client prior to the allocation of works to the relevant operatives, engineers and sub- contractors
  • Ensure clients are kept informed on the progress of jobs and any reported issues.
  • Schedule in any follow up visits to client`s sites in relation to works being undertaken and any new works to be carried out
  • Ensure job notes are updated with progress on each job and that a clear and concise audit trail is visible to all other users of the Job Logic work flow system
  • Updating key client account web portals on progress of jobs
  • Assist the Operations team with the completion of quotations, costing of jobs and sourcing of specialist contractors and engineers to undertake specific works
  • As required, provide heads of departments with current work in progress reports to include the status of each job and costs involved
  • On a weekly basis match the P/O`s obtained from the client at the onset of each job to the completed engineers job record and invoice the clients accordingly for works carried out
  • On receipt of quotations for materials from the company site managers/supervisors raise a P/O number on the Job Logic workflow system against the relevant job number, liaise with the company buyer/supplier for the ordering of materials and arrange a suitable delivery time and relay details back to the site manager/supervisor promptly
  • On receipt of operative`s weekly timesheets check details of hours and overtime recorded against each job, record the hours worked on Job Logic and forward a copy of the timesheet and job sheet record to the relevant Manager for approval
  • On receipt of Operatives weekly expense and mileage claims check that the job numbers stated, and materials ordered tie up with the job sheets, and, once checked, forward on to the relevant Manager for approval
  • Be first point of contact for company visitors, ensuring that on arrival at the office visitors are greeted in a polite, friendly and professional manner. Ensure that they sign the visitor book, are offered refreshments, and inform the meeting organiser of their visitors` arrival
  • Assist with training of new members of the Helpdesk team as appointed
  • Assist with general administrative support requirements as and when required
  • Undertake any other reasonable duties as may be required and agreed by the Office Manager in line with the company`s business needs.


Essential skills and experience:

  • Previous Helpdesk experience is essential, preferably within the construction industry, with a good working knowledge and experience of operating a job workflow system.
  • Possess strong customer service skills in both written and verbal communications
  • Ability to multi-task and prioritise workload, and have a flexible approach to the duties of the role
  • Possess sound administration, organisational and problem-solving skills, with the ability to use own initiative when necessary
  • Able to work under pressure, remain courteous and calm at all times
  • Strong team player
  • Possess good IT skills in particular Word, Excel and Outlook at an intermediate to advanced level
  • Punctual and reliable


Working hours 8am : 4pm or 8.30am : 4.30pm

Job Summary

Location: Crystal Palace
Salary: £24000.00 - £25000.00 Per Annum
Contract Type: Permanent
Sector: Customer Service
Division: Commercial
Date: 13th June 2019

Apply now

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Key Contacts

Shellie Dennis

Shellie Dennis

Commercial Recruitment Consultant

Email: Click here
Phone: 023 9232 4666

Kerry Carter

Kerry Carter

Commercial Recruitment Consultant

Email: Click here
Phone: 023 9232 4666

Apply now

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Job Summary

Location: Crystal Palace
Salary: £24000.00 - £25000.00 Per Annum
Contract Type: Permanent
Sector: Customer Service
Division: Commercial
13th June 2019

Apply now

Share this job: