Role Overview

We are seeking a Facilities Management Helpdesk / Scheduler / FM Administrator to support the delivery of reactive and planned maintenance services across a UK-wide portfolio.

This is a fully remote role, open to candidates located anywhere in the UK. The role plays a key part in coordinating work orders, scheduling engineers, managing quotations and purchase orders, and ensuring accurate system updates throughout the lifecycle of each job.

Previous Facilities Management experience is desirable but not essential, as full training will be provided for candidates with strong administrative skills and a willingness to learn.

Key Responsibilities

Helpdesk & Work Order Management

• Receive and log maintenance requests via CAFM systems, email, or uploaded documentation
• Raise, manage, and track work orders from initiation through to completion
• Ensure jobs are prioritised in line with service level agreements (SLAs)

Scheduling & Coordination

• Schedule reactive and planned works to engineers or subcontractors
• Monitor job progress and update statuses within the CAFM system
• Act as a central point of communication between clients, engineers, and internal teams

FM Administration

• Issue and track quotations
• Support approval workflows and manage purchase order confirmations
• Maintain accurate records for audit, compliance, and reporting purposes
• Assist with invoice tracking and job close-out documentation

Systems & Reporting

• Maintain accurate and up-to-date records within the CAFM system
• Support basic reporting on job performance and outstanding works
• Follow established processes and contribute to continuous improvement