Help Desk Coordinator

Job Overview

The role of Help Desk Coordinator is to deliver proactive administrative and helpdesk assistance to the Operations and Property Management teams, facilitating smooth daily operations, efficient communication, precise documentation, and timely reporting aligned with organizational policies.

Primary Duties

• Handle and respond promptly to all incoming helpdesk calls and service inquiries.
• Assist end users and service providers by coordinating required actions and follow-ups.
• Escalate significant problems, complaints, or operational challenges to higher management as necessary.
• Offer immediate administrative support and address employee questions.
• Assist Operations Managers, Property Managers, and Assistant Property Managers with administrative tasks.
• Keep records, databases, and filing systems (both electronic and physical) accurate and up to date.
• Organize schedules and calendars to ensure smooth coordination of activities.
• Oversee office supplies, maintain inventory, and arrange for restocking when needed.
• Arrange and manage office maintenance and troubleshoot daily office issues.
• Maintain and update Standard Operating Procedures (SOPs), operational manuals, and shared digital documentation.
• Ensure consistency and currency of property manuals across all locations.
• Compile reports daily, weekly, monthly, and as needed to support operations.
• Maintain transmittal logs, attendance sheets, leave trackers, and key operational files.
• Assist in document control tasks as assigned.
• Coordinate communication among internal departments such as HR, Finance, Procurement, IT, and external service vendors.
• Support administrative personnel like drivers, cleaners, and office assistants.
• Fulfill other duties as delegated by management.

Performance Indicators

• Submission of monthly inventory reports within the designated timeframe.
• Consistent updates of SOPs and operational manuals.
• Provision of accurate and punctual operational and security reports.
• Daily upkeep of incoming and outgoing document logs.

Qualifications & Experience

• Diploma in any discipline; preference for Administration-related education.
• Certification in Office Management considered advantageous.
• At least 3 years’ experience in administrative roles or helpdesk/office coordination.

Skills & Competencies

• In-depth understanding of office administration and document control procedures.
• Experience or familiarity with ERP or back-office systems.
• Advanced capabilities with MS Office applications.
• Excellent communication, organizational skills, and keen attention to detail.

Job Challenges & Working Conditions

• Handling urgent requests and tasks with short notice efficiently.
• Adaptability in work hours and responsibilities to meet operational demands.