Hogan Lovells Helpdesk Administrator

Brief Details of Position
Brief details of position:

The post holder will provide a Helpdesk operation by receiving and dispatching service requests, updating Hogan Lovells CAFM system and providing regular reports and job status data.

Main Duties and Responsibilities:
  • Effective and courteous handling of customer queries and service requests.
  • Fast and accurate generation, and closure, of reactive work orders on the site based CAFM system. Overseeing job completion in respect of cleaning, drinks and snack vending, porterage, engineering/fabric services and security
  • Generation and closure of scheduled work orders, on a weekly basis
  • Overseeing PPM asset management planning via the CAFM database
  • Production of high quality MS Word based documentation, from limited specification and within tight timelines.
  • Creating and updating spreadsheets relating to reports and schedules.
  • Support of the Integral Contract Administrator to cover breaks and holidays, logging of purchase orders and filing of associated documentation
  • Organisation and upkeep of filing systems
  • Updating in-house systems (Vixen/AI) and external systems (Elogbooks)
  • Support of the Integral Contract Administrator in monitoring quote requests and chasing engineers/subcontractors for job updates on daily basis
  • Upload of engineers’ pictures on to in-house systems (AI) and dealing with their time sheets
  • Support of the Integral Contract Administrator in their absence in undertaking contract invoicing and application processes
  • Managing inbox efficiently on daily basis.
  • Constant liaison with engineers and subcontractors via phone/email.
Knowledge, Skills & Experience
Essential Skills:
  • Microsoft Office, particularly Excel and Word
  • Advanced skills in spreadsheets and database applications
  • Working knowledge of building maintenance contracts coordination/administration.
  • Excellent interpersonal skills
  • Ability to work unsupervised, under pressure and meet challenging deadlines
  • Experience of Helpdesk systems
  • Excellent communication skills, able to work with people at all levels and build trust and credible relationships with customers
  • Excellent attention to detail
  • Resides within 60 minutes travel to site
  • Can work flexible hours to meet local deadlines.
  • Complies with company HR standards

To be discussed at interview.