PPM Service Desk & Administration Coordinator
| Posting date: | 21 November 2025 |
|---|---|
| Salary: | Not specified |
| Additional salary information: | TBC |
| Hours: | Full time |
| Closing date: | 21 December 2025 |
| Location: | Central London, London |
| Remote working: | On-site only |
| Company: | WS Swift Ltd |
| Job type: | Permanent |
| Job reference: |
Summary
We are looking for a highly organised and motivated PPM Service Desk & Administration Coordinator to join our team. This is a key role for someone who thrives in a fast-paced environment, enjoys coordinating moving parts, and has a natural ability to keep operations running smoothly behind the scenes. If you're someone who takes pride in being reliable, structured, and proactive, this role will suit you perfectly.
Key Responsibilities:
PPM Scheduling & Tracking
• Create, manage, and monitor planned preventative maintenance (PPM) schedules.
• Ensure all planned works, covering building services, and more, are completed on time and in line with required intervals.
• Track completion status and chase outstanding tasks when needed.
Help Desk Operations
• Act as the first point of contact for incoming help desk queries, whether via phone or email.
• Prioritise and process work requests for both planned and reactive maintenance.
• Maintain a calm, customer-focused approach when dealing with internal teams, contractors, and clients.
Coordination & Communication
• Liaise with engineers, subcontractors, and internal departments to assign work orders and schedule appointments.
• Ensure clear communication of priorities, timelines, and job requirements to all stakeholders.
• Follow up to make sure issues are resolved promptly and professionally.
Documentation & Reporting
• Maintain accurate records within the CAFM system.
• Produce regular and ad hoc reports on task completion rates, KPIs, compliance, and workload.
• Ensure asset registers are kept up to date and documentation is filed correctly.
Compliance
• Support the business in meeting statutory, mandatory, and regulatory requirements.
• Ensure maintenance tasks comply with standards such as Health & Safety legislation, SFG20, and L8 water hygiene guidance.
• Highlight potential risks or compliance gaps as they arise.
General Administration (Admin Duties)
• Provide day-to-day administrative support across the service team.
• Process quotes, raise purchase orders, manage invoices, and ensure accurate financial tracking.
• Assist with onboarding contractors, managing documentation, and supporting general office processes.
• Keep digital and physical records organised and easily accessible.
Essential Skills & Qualifications
• Proven administrative experience, ideally within Facilities Management, engineering, or a technical service environment.
• Understanding of mechanical and electrical (M&E) systems or similar asset groups (advantageous but not essential).
• Strong IT skills, particularly with Microsoft Excel and experience using CAFM systems.
• Excellent organisational, time management, and multitasking abilities, with exceptional attention to detail.
• Confident communicator with a customer-focused approach and the ability to work effectively with engineers, contractors, and clients.
• Ability to remain calm under pressure and manage competing priorities professionally.
Strictly direct applications only – agency submissions will not be considered.
Key Responsibilities:
PPM Scheduling & Tracking
• Create, manage, and monitor planned preventative maintenance (PPM) schedules.
• Ensure all planned works, covering building services, and more, are completed on time and in line with required intervals.
• Track completion status and chase outstanding tasks when needed.
Help Desk Operations
• Act as the first point of contact for incoming help desk queries, whether via phone or email.
• Prioritise and process work requests for both planned and reactive maintenance.
• Maintain a calm, customer-focused approach when dealing with internal teams, contractors, and clients.
Coordination & Communication
• Liaise with engineers, subcontractors, and internal departments to assign work orders and schedule appointments.
• Ensure clear communication of priorities, timelines, and job requirements to all stakeholders.
• Follow up to make sure issues are resolved promptly and professionally.
Documentation & Reporting
• Maintain accurate records within the CAFM system.
• Produce regular and ad hoc reports on task completion rates, KPIs, compliance, and workload.
• Ensure asset registers are kept up to date and documentation is filed correctly.
Compliance
• Support the business in meeting statutory, mandatory, and regulatory requirements.
• Ensure maintenance tasks comply with standards such as Health & Safety legislation, SFG20, and L8 water hygiene guidance.
• Highlight potential risks or compliance gaps as they arise.
General Administration (Admin Duties)
• Provide day-to-day administrative support across the service team.
• Process quotes, raise purchase orders, manage invoices, and ensure accurate financial tracking.
• Assist with onboarding contractors, managing documentation, and supporting general office processes.
• Keep digital and physical records organised and easily accessible.
Essential Skills & Qualifications
• Proven administrative experience, ideally within Facilities Management, engineering, or a technical service environment.
• Understanding of mechanical and electrical (M&E) systems or similar asset groups (advantageous but not essential).
• Strong IT skills, particularly with Microsoft Excel and experience using CAFM systems.
• Excellent organisational, time management, and multitasking abilities, with exceptional attention to detail.
• Confident communicator with a customer-focused approach and the ability to work effectively with engineers, contractors, and clients.
• Ability to remain calm under pressure and manage competing priorities professionally.
Strictly direct applications only – agency submissions will not be considered.