Help Desk Coordinator

Job Purpose To provide proactive administrative and helpdesk support to the Operations and Property Management teams, ensuring smooth day-to-day operations, effective communication, accurate documentation, and timely reporting in line with company policies. Key Responsibilities Help Desk & Operations Support • Manage and respond to all incoming helpdesk calls and service requests in a timely manner. • Support end users and service providers, coordinating actions and follow-ups. • Escalate issues, complaints, and operational concerns to management when required. • Provide prompt administrative support and respond to employee queries. Administration & Office Management • Provide administrative support to Operations Managers, Property Managers, and Assistant Property Managers. • Maintain accurate records, databases, and filing systems (electronic and physical). • Manage schedules and diaries to ensure efficient coordination of activities. • Monitor office supplies, manage inventory, and coordinate replenishment. • Coordinate office maintenance and resolve day-to-day office issues. Documentation & Reporting • Maintain, update, and control SOPs, operational manuals, and shared drive documentation. • Ensure property manuals are updated and consistent across all sites. • Prepare daily, weekly, monthly, and ad hoc operational reports as required. • Maintain transmittal logs, attendance records, leave records, and operational files. • Support document control activities as assigned. Coordination • Liaise with internal departments including HR, Finance, Procurement, IT, and service partners. • Coordinate and support administrative staff such as drivers, cleaners, and office assistants. • Perform additional duties as assigned by management. Key Performance Indicators (KPIs) • Timely submission of monthly inventory reports. • Regular updates of SOPs and operational manuals. • Accurate and timely operational and security reporting. • Daily maintenance of incoming and outgoing document logs. Qualifications & Experience Education • Diploma in any discipline (Administration preferred). • Office Management certification is an advantage. Experience • Minimum 3 years’ experience in administration or helpdesk/office coordination. Skills & Knowledge • Strong knowledge of office administration and documentation control. • Familiarity with ERP or back-office systems. • Advanced MS Office skills. • Excellent communication, organization, and attention to detail. Job Challenges • Managing urgent and short-notice requests. • Flexibility in working hours and duties based on operational needs.