Facilities Helpdesk Administrator (Job ID: 1913)
Company: ASCO UK Limited
Employment Type: Full time and Permanent
Location: Peterhead
Hours of Work: 37.5 hours per week, Monday to Friday. Shift pattern alternates weekly between 08:00–16:00 and 09:00–17:00. This position offers hybrid working arrangements with a degree of flexibility.
Reporting to the Facilities Manager, this position is responsible for managing, administering, and maintaining the work task systems across multiple ASCO sites on an ongoing basis. Duties include:
•Responsible for the complete management of all FM helpdesk tickets, Planned Preventative Maintenance (PPM) and reactive tasks, coming into or generated by FM CAFM system.
•Distribute tasks from the FM CAFM Helpdesk to the relevant in-house facilities resource or third-party contractors, where appropriate, monitoring and following up to ensure completion.
•Purchase any materials required to complete tasks as requested by the in-house FM Team as well as raising and receipting Purchase Orders for scopes executed by third parties (both soft and hard services PPM and breakdown/repair).
•Ensure end-to-end task management through the CAFM system, from initial request to final resolution, with comprehensive tracking and documentation retention for auditing purposes.
•Take responsibility for the timely reporting of CAFM system faults.
•Ensure prompt and professional resolution of customer work requests, with regular status updates.
•Develop and maintain positive and client-focused relationships within the FM team and wider organisation.
•Organise and manage any third-party plant & equipment required for task execution.
•First stage Permit to Work logging in accordance with permit to work scheme for the in-house FM Team and third-party scopes.
•Maintain compliance records CAFM database in a timely, systematic, auditable manner.
•Generate reports utilising data gathered by the CAFM system (statutory compliance, PPM, reactive works).
•Provide general administrative support as required in a fast-paced, dynamic environment, including assistance with office operations and facilities management tasks, including occasional Reception coverage.
•Administration and coordination of the facilities vehicle fleet.
•Utilities administration, portal management, and engineer scheduling.
Minimum Competencies (Skills, Knowledge and Behaviours)
•Excellent organisational, planning and prioritisation skills with experience of working under pressure.
•Acts collaboratively to solve problems, able to resolve spontaneous and unique situations with professionalism and a service orientation.
•Able to manage conflicting demands and maintain composure under pressure.
•Flexible attitude, strong team player with strong communication skills
•Manual handling may be required; appropriate training will be provided.
Desirable Qualifications/Competencies
•Good customer service skills and orientation
•2-4 years previous facilities administration or helpdesk experience.
•Previous experience of working in a fast-paced, corporate environment.
As you would expect from a highly progressive company, an attractive remuneration package is available to the successful applicant.
If you require any adjustments or would prefer an alternative method to apply as part of an inclusive recruitment process, please contact us at careers@ascoworld.com or by telephone on 01779 401407 and we'll be happy to help
Equity, Diversity and Inclusion (ED&I)
ASCO is committed to supporting and promoting Equity, Diversity & Inclusion (ED&I). This commitment is embraced by our Group Board and our Management Board and informs all of our activities and their impact on our customers, employees and our stakeholders.
