Help Desk Coordinator

Job Purpose

This role supports the Operations and Property Management functions by delivering organized administrative and help desk assistance, maintaining clear communication, keeping records accurate, and ensuring reports are produced on time in accordance with company procedures.

Core Responsibilities

Help Desk and Operational Support

• Receive, track, and respond to help desk calls and service requests promptly.
• Assist end users and service providers by coordinating actions and following up on outstanding items.
• Escalate operational issues, complaints, and concerns to management whenever necessary.
• Provide quick administrative support and handle employee queries.

Administration and Office Management

• Support Operations Managers, Property Managers, and Assistant Property Managers with daily administrative tasks.
• Keep records, databases, and filing systems accurate and well organized in both digital and physical formats.
• Coordinate calendars and schedules to keep activities running smoothly.
• Track office supplies, manage stock levels, and arrange replenishment when required.
• Oversee office maintenance coordination and help resolve routine workplace issues.

Documentation and Reporting

• Maintain and update SOPs, operational manuals, and shared drive files.
• Ensure property manuals are current and aligned across all locations.
• Prepare operational reports on a daily, weekly, monthly, and ad hoc basis as needed.
• Keep transmittal logs, attendance records, leave records, and other operational files up to date.
• Assist with document control duties as assigned.

Coordination

• Work closely with internal teams such as HR, Finance, Procurement, IT, and external service partners.
• Coordinate and assist administrative support staff including drivers, cleaners, and office assistants.
• Take on additional tasks as directed by management.

Key Performance Indicators

• Inventory reports are submitted on time every month.
• SOPs and operational manuals are reviewed and updated regularly.
• Operational and security reports are accurate and delivered on schedule.
• Incoming and outgoing document logs are maintained daily.

Qualifications and Experience

Education

• A diploma in any field is required; administration is the preferred area of study.
• Certification in office management is considered an added advantage.

Experience

• At least 3 years of experience in administration, help desk support, or office coordination is required.

Skills and Knowledge

• Good understanding of office administration and document control practices.
• Experience working with ERP or other back-office systems.
• Strong proficiency in MS Office applications.
• Clear communication, strong organization, and a high level of attention to detail.

Job Challenges

• Handling urgent requests and short-notice work demands.
• Being adaptable with working hours and responsibilities based on operational requirements.