Job Description

The Business & Helpdesk Apprentice will support the Facilities Management (FM) function by coordinating helpdesk activities, maintaining accurate CAFM/CMMS data, assisting with contractor management, and providing essential business administration support. This role is ideal for someone looking to develop strong operational, organisational, and communication skills within a fast-paced FM environment.

Job Responsibilities-

CAFM & Helpdesk Coordination (Agility / CARM / CMMS)

• Manage and track service tickets within the CMMS, ensuring all tasks are logged, updated, and closed out accurately.

• Chase and file service reports on Agility, ensuring documentation is complete and stored correctly.

• Close out contractor tickets on Agility and upload associated service sheets.

• Run scheduled and ad‑hoc reports on CARM and Agility to support FM operations.

• Assign helpdesk requests where auto‑allocation is not in place.

• Perform data entry tasks across Agility and other FM systems to maintain accurate asset and job records.

Business Administration Support

• Create and process new supplier requests in line with procurement procedures.

• Raise purchase orders (POs) as required.

• Liaise with the Finance team to chase unpaid invoices under direction from management.

• Maintain and organise the central T‑Drive, ensuring documentation is structured and accessible.

• Support the development of Business Operating Processes.

• Create, update, and manage the FM Standards Manual.

AMICI Helpdesk Coordination

• Upload certificates, maintenance schedules, and contractor reports to AMICI, ensuring records are complete and up to date.

• Update maintenance schedules and add new planned visits following contractor attendance.

• Manage work orders in AMICI, including closing out PPM and reactive tasks.

• Raise purchase orders for Lab Services, including coordinating with AMICI to obtain PO links.

• Raise POs via NetSuite as required.

• Perform data entry tasks within AMICI to maintain accurate asset and maintenance information.

• Support contractor management, including booking contractors in/out and assisting with HSE “show and tell” briefings.

• Assign annual maintenance contracts to assets within AMICI as required.

Health & Safety Team Support

• Raise purchase orders via NetSuite to support H&S activities.

• Assist with general administrative tasks to support the H&S team’s operational needs.

Other:

• Ability to plan daily workload in collaboration with team leads and communicate effectively throughout the team /business.

• This job operates in a professional office & laboratory environment. This role routinely uses standard office equipment such as computers and telephones

Candidate Requirements

Skills required
• Communicates verbal and written information in a clear and accurate manner. Adapts communication to the audience and listens effectively to others.

• Exercises good judgement in making recommendations, considering all the available sources of information and alternatives

• Organises time effectively and prioritises tasks

• Identifies and responds to problems in a timely manner

• Computer literate

Personal Qualities

• High level of attention to detail and “concern for quality”

• Polite and helpful

• Demonstrates a “can do” approach

• Develops and maintains positive working relationships with others