Job Purpose To coordinate and administer reactive and planned maintenance activities across multiple client sites, ensuring timely scheduling, compliance, accurate system management, and effective communication between clients, engineers, subcontractors, and internal teams. The role plays a critical part in maintaining service levels, commercial control, and operational efficiency. Key Responsibilities General Helpdesk & Operational Coordination Monitor and manage the shared helpdesk mailbox, ensuring all enquiries and job requests are logged and actioned promptly. Raise reactive and planned jobs within internal systems. Book works with site contacts in line with client requirements and SLAs. Schedule engineers and subcontractors, coordinating labour, provision of prepared RAMS, arranging materials, and access equipment (with purchasing dept) Provide urgent response coordination for high-priority incidents (P1 & P2). Chase subcontractors for ETAs, RAMS, reports, quotations, and invoices. Request & issue RAMS (Risk Assessments and Method Statements), once they have been approved by H&S manager. Attend internal, client, and subcontractor meetings, including weekly operational meetings. Complete and submit site-specific access documentation (e.g., Hams Lane access requests). Request Extensions of Time (EOTs) where contractual deadlines require adjustment. Ensure all job updates, notes, and documentation are accurately maintained within CAFM system. Ensure all stakeholders are kept informed of job progress and any service risks. Arrange engineer accommodation and transport when required. Planned Preventative Maintenance (PPM) Management Raise and schedule PPMs within CAFM system. Distribute monthly PPM schedules to subcontractors for costing and date confirmation. Liaise with site contacts and follow booking procedures, follow with RAMS, permits etc Upload engineer reports and completed documentation to internal systems. Updating CAFM system in line with client requirements for asset data management. Financial Administration Support Issue detailed quotations provided by Technical Services Manager or sub-contractors Raise/send reports and invoices. Cost jobs and track subcontractor expenditure. Support commercial control by ensuring timely billing and accurate record keeping. Key Skills & Experience Essential: Experience in a helpdesk, facilities management, or technical services coordination role (1 year minimum) Strong organisational and multitasking skills. IT literate - Experience using job management or CAFM systems (e.g., Simpro, Topdesk, Bigchange, Joblogic, Facilio etc). Excellent communication - Good written & spoken English. Ability to work under pressure and manage urgent priorities. Strong attention to detail and administrative accuracy. Desirable: Experience coordinating PPM programmes. Knowledge of RAMS processes and contractor compliance requirements. Understanding of SLAs and contractual performance measures. Personal Attributes Proactive and solution-focused Highly organised and methodical Commercially aware Calm under pressure Team-oriented with a collaborative approach Reporting Structure Reports to: Helpdesk Team Leader / Helpdesk Supervisor / Operations Manager Liaises with: Engineers, Subcontractors, Clients, Commercial Team, Compliance Team Job Reference: com/0603/42181001/52660628/BU LI-DNP 14Forty Compass Group UK&I is committed to fostering an environment where every individual can truly be themselves at work and has equal opportunities to advance in their careers. We strive to build a culture that respects and celebrates the unique talents, beliefs, backgrounds, and abilities of all our team members. We want our colleagues to feel valued, empowered to reach their full potential, and to thrive - because diversity is our strength!