Role Summary
Seeking a highly organised and detail-focused FM Helpdesk Advisor with specialist expertise in Planned Preventative Maintenance (PPM) and advanced proficiency in Joblogic CAFM system. The ideal candidate will play a key role in ensuring the effective scheduling, coordination and compliance of our PPM programme. This role also requires a high level of competence with Microsoft Office and Google Workspace, as you will be responsible for managing calendar invites and scheduling appointments across multiple stakeholders.
Key Responsibilities
PPM Coordination & Compliance
* Accurately log and schedule all PPM activities in Joblogic in line with contractual and statutory requirements (e.g. SFG20).
* Maintain and manage the PPM calendar with foresight, ensuring works are scheduled in good time and resources are confirmed.
* Track PPM completion, ensuring all works are completed within SLA and elevate issues where necessary.
* Coordinate engineer and subcontractor attendance, ensuring access arrangements, permits and documentation are in place.
* Ensure full audit trail of completed PPMs, with associated certification and service reports uploaded in Concept.
Helpdesk & CAFM System Management
* Act as the central point of contact for all PPM-related queries on the helpdesk.
* Ensure all task data in Joblogic is accurate, timely and well-structured.
* Produce reports and dashboards to highlight performance, overdue works, and risk areas.
* Maintain clean and auditable records of all maintenance activity and interactions.
Calendar & Communication Management
* Take full responsibility for scheduling calendar appointments and service visits using Google Workspace.
* Send, amend, and monitor calendar invites for engineers, clients, and internal teams.
* Communicate clearly and professionally with all stakeholders to confirm schedules and manage changes.
* Ensure client-facing correspondence reflects high standards of professionalism and service.
Administrative Support
* Support the mobilisation of new contracts by setting up PPM schedules and uploading asset data.
* Maintain records and contribute to monthly performance and compliance reporting.
* Participate in service improvement initiatives focused on helpdesk efficiency and PPM delivery.
Essential Skills & Attributes
* In-depth knowledge of PPM processes within a Facilities Management environment.
* Expert user of Joblogic CAFM system.
* Advanced competence with Microsoft Office and Google Workspace, particularly in calendar and meeting management.
* Highly detail-oriented with excellent organisational skills.
* Strong communication skills (both written and verbal).
* Proactive, self‑motivated and able to manage competing priorities effectively.
* Proficient in Microsoft Office (Excel, Word, Outlook, Teams).
* Professional and client-focused approach at all times.
Desirable
* Familiarity with SFG20 and statutory compliance requirements.
* Previous experience in a fast‑paced FM helpdesk setting.
* Understanding of SLA and KPI frameworks.
* Experience preparing data for internal audits and client reporting.
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