Back Office Executive

Role & responsibilities

Job Summary:

The Facility Helpdesk Coordinator serves as the primary point of contact for employees and vendors regarding facility-related requests and issues. This role is responsible for logging, tracking, and resolving facilities requests efficiently, maintaining a safe and well-functioning work environment, and ensuring smooth day-to-day operations of building systems and services.

Key Responsibilities:

Respond promptly to incoming facility service requests via phone, email, or helpdesk ticketing system.

Log all maintenance and repair issues, prioritize based on urgency, and dispatch appropriate personnel or vendors.

Track and follow up on open tickets to ensure timely resolution and customer satisfaction.

Coordinate with internal teams and external contractors for repairs, maintenance, cleaning, and other services.

Maintain records of equipment, inspections, service contracts, and safety compliance documentation.

Monitor and manage inventory of facility supplies (e.g., light bulbs, cleaning materials, office keys).

Assist in the planning and execution of facility moves, repairs, and renovations.

Ensure compliance with health, safety, and environmental regulations.

Generate reports on facility service performance, trends, and improvement opportunities.

Required Skills & Qualifications:

High school diploma or equivalent; an Associates or Bachelor’s degree in a relevant field is a plus.

1-3 years of experience in facilities support, administration, or a helpdesk role.

Strong communication and customer service skills.

Proficiency with Microsoft Office and facilities or helpdesk software (e.g., FM Systems, ServiceNow, or similar).

Excellent organizational and time management abilities.

Ability to work independently and manage multiple priorities under tight deadlines.

Preferred Qualifications:

Familiarity with building maintenance, HVAC systems, or safety regulations.

Experience with work order management systems.

Preferred candidate profile