Helpdesk Administrator - FTC (1 Month)

JOB DESCRIPTION

Job Title: Helpdesk Administrator

Purpose of Job:

BGIS is a progressive company operating within the engineering industry, specializing in electrical and mechanical works for commercial properties. The Helpdesk Administrator will liaise closely with the Contract Support and Maintenance Manager, Engineers, and external contacts to process paperwork and ensure clients and client sites receive professional, accurate service.

Key Responsibilities:

1. Handle daily enquiries from BGIS team and multiple clients.
2. Manage the client-facing Help Desk.
3. Produce reports for BGIS and clients.
4. Collaborate with contract support to ensure timely completion of responsibilities.
5. Raise Work Orders for new jobs, contracts, and quotes.
6. Raise Purchase Orders and coordinate call outs to sub-contractors.
7. Maintain accurate and up-to-date client files.
8. Process tasksheets daily.
9. Log holidays and sickness for team engineers.
10. Perform daily admin tasks such as photocopying and filing.
11. Cover holidays, sickness, and lunch breaks for other admin staff.
12. Archive site files annually.
13. Respond positively to internal and external customers through effective communication.
14. Ensure receipt of documentation from sub-contractors regarding Health & Safety and legislation.
15. Monitor overnight callouts and respond accordingly.
16. Keep Work in Progress (WIP) updated at all times.
17. Maintain site sub-contractor records and Log Book System.
18. Produce weekly and monthly statistical reports.
19. Own tasks through to completion.
20. Raise reactive jobs and allocate PPMS using Concept Evolution system.
21. Update Opti-MIS with required documentation.
22. Upload sub-contractor service sheets to Opti-MIS.
23. Answer calls from internal customers.
24. Take meeting minutes.
25. Book internal meeting rooms.
26. Communicate confidently with clients, BGIS team, and engineers via telephone, email, radio, and face-to-face.

Accountabilities:

• Report to the onsite Contract Manager.
• Work closely with the Contract Manager.
• This role carries no direct budget responsibility.

Person Specification / Attributes:

Education:

• Essential: Good basic education, including GCSEs in English and Maths.
• Desirable: Higher qualifications such as A-levels, HNC/D, or degree.

Skills / Knowledge:

• Proficient keyboard skills in Word and Excel.
• Essential: Good communication, excellent telephone manner, interpersonal skills, numeracy, punctuality, ability to work independently and in a team.
• Desirable: Knowledge of Maximo System, engineering terminology and processes.

Experience:

• Essential: Experience in a busy office environment.
• Desirable: Experience in a busy Customer Service or Helpdesk environment.

Aptitudes: Excellent verbal and written communication, detail-oriented, methodical, customer-focused.

Character: Reliable, self-motivated, able to prioritize and work under pressure.

At BGIS, we value diversity and inclusion and are committed to an equitable recruitment process, promoting a barrier-free environment and equal opportunities for individuals of all backgrounds.