Help Desk Coordinator

Job Overview

This role entails providing proactive administrative and helpdesk assistance to Operations and Property Management teams to ensure smooth daily functioning. The position focuses on efficient communication, accurate record keeping, and prompt reporting, all in line with company standards.

Key Responsibilities

• Handle and respond swiftly to all incoming helpdesk calls and service requests.
• Offer support to end users and service providers, ensuring well-coordinated follow-ups.
• Escalate unresolved issues, complaints, and operational problems to management when necessary.
• Deliver timely administrative assistance and respond to employee inquiries.
• Assist Operations, Property, and Assistant Property Managers with administrative tasks.
• Keep detailed and accurate records, databases, and filing systems both electronically and physically.
• Organize schedules and diaries to optimize coordination of activities.
• Monitor and manage office supplies inventory and coordinate replenishment.
• Oversee office maintenance and resolve routine office-related concerns.
• Maintain and update Standard Operating Procedures (SOPs), operational manuals, and documentation on shared drives.
• Ensure property manuals remain updated uniformly across all locations.
• Prepare operational reports on a daily, weekly, monthly, and ad hoc basis as requested.
• Manage transmittal logs, attendance, leave records, and other operational files.
• Assist with document control tasks.
• Coordinate with internal departments such as HR, Finance, Procurement, IT, and external service partners.
• Supervise and coordinate administrative staff including drivers, cleaners, and office assistants.
• Perform other duties as assigned by management.

Performance Metrics

• Ensure monthly inventory reports are submitted on time.
• Maintain regular updates of SOPs and operational manuals.
• Provide accurate and punctual operational and security reports.
• Keep daily logs of incoming and outgoing documents.

Qualifications & Experience

• Diploma in any discipline; preference given to administration-related fields.
• Certification in Office Management is beneficial.
• At least three years’ experience in administrative roles or helpdesk/office coordination.

Skills & Knowledge

• Strong understanding of office administration and document control processes.
• Experience with ERP or back-office software systems.
• Advanced proficiency in Microsoft Office applications.
• Excellent communication, organizational capabilities, and attention to detail.

Challenges

• Handling urgent and last-minute requests efficiently.
• Flexibility in working hours and responsibilities depending on operational demands.