Location: Head Office, Belfast
Working Hours: Full Time – 40 hours per week
(Monday–Thursday 8:00am–5:00pm, Friday 8:00am–3:30pm)
Salary: £27,000 per annum
Permanent position

About the Role

We are seeking an organised and proactive Administrator to support our clients Electrical & Fabric Maintenance operations along with their internal Helpdesk function. This role plays a key part in ensuring maintenance activities are coordinated efficiently, records are kept accurately, and client communication is handled professionally.

Key Responsibilities

Maintenance Administration

• Provide comprehensive administrative support to the Electrical and Fabric Maintenance teams
• Maintain up-to-date records of maintenance jobs, schedules, and completed works using internal systems (training provided)
• Coordinate planned and reactive maintenance activities, liaising with engineers, internal departments, and external contractors
• Process maintenance requests, service reports, and job updates in a timely manner
• Maintain structured filing systems for service documentation, compliance records, and safety certificates
• Raise and manage purchase orders for materials, parts, and equipment
• Support management reporting by compiling maintenance data, costs, and performance updates
• Upload quotations and documentation to client portals
• Manage monthly planned preventative maintenance (PPM) claims
• Prepare engineer reports daily and assist with invoice preparation

Helpdesk & Client Support

• Act as the initial point of contact for helpdesk enquiries, logging and tracking jobs effectively
• Monitor the service desk email inbox and keep clients informed of job progress
• Prioritise helpdesk requests and ensure issues are progressed or escalated as required
• Liaise with internal teams to resolve client issues efficiently
• Provide administrative support to the Helpdesk Manager, including compiling reports on workload, response times, and completion metrics
• Maintain helpdesk guidance notes and internal knowledge resources, including updates to client access details and portals
• Ensure client portals are accurately updated with job information on a daily basis

Skills & Experience

• Previous experience in an administrative role, preferably within maintenance, facilities, or a technical support environment
• Strong organisational abilities with experience managing multiple workstreams
• Confident communicator with good written and verbal skills
• Competent using Microsoft Office applications (Word, Excel, Outlook)
• Experience with helpdesk or job management systems is advantageous
• Ability to work to deadlines in a fast-paced environment
• Basic knowledge of maintenance terminology (electrical or fabric) is desirable
• Awareness of health and safety requirements within a maintenance setting would be beneficial

The role may include other reasonable duties aligned with the needs of the business, as directed by management.