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Facilities Coordinator, Limerick

4 weeks ago

Limerick, Ireland TN Ireland Full time

Location: Limerick City & County Council

Reporting to: Contract Manager

Overall Purpose of the Job: Accurately and efficiently manage and co-ordinate aspects of various Facilities Management Contracts. The Facilities Coordinator will work closely with an existing team, headed up by a contracts manager, to ensure the smooth running of these contracts. Services include Facilities Management, Hard and Soft Services, staff management, ad-hoc projects, and back office administration (updating CAFM, KPI deliverables, reporting).

Main Duties and Responsibilities:

  • Be a hands-on Coordinator assisting staff in executing duties as outlined on PPM and reactive Work Order requests.
  • Ensure the timely execution of all Work Orders, within the permitted parameters.
  • Ensure Key Performance Indicators are being achieved, escalating known issues to the account manager.
  • Review and approve sub-contractor invoices and verify works done (reports & dockets).
  • Ensure Service Inspections are carried out in detail, documented, and executed in a timely and efficient manner.
  • Co-ordinate all contractors that attend the site and ensure all the relevant documentation is in place prior to the work commencing.
  • Ensure consistent compliance with the company's Health, Safety & Quality policies and procedures.
  • Ensure efficient management of all utilities, monitor, and document consumption levels.
  • Ensure efficient stock management and maintain sufficient levels of cleaning chemicals and consumables.
  • Ensure high standards of cleaning are maintained at all times in accordance with the company cleaning policy.
  • Ensure efficient management of the Asset register, ensuring all damaged FF&E is recorded and reported.
  • Ensure any accidental and wilful damage is recorded and reported promptly.
  • Manage Time and Attendance records, manage and sign off on Annual leave requests, manage sick leave, and staff queries.
  • Manage staff training through Human Focus.
  • Ability to work under pressure to tight deadlines.
  • Must demonstrate a flexible approach to work.
  • Provide accurate monthly reports on staff issues, PPM’s, and reactive works on a monthly basis.

The Ideal Candidate:

  • Excellent interpersonal and communication skills.
  • Solution-minded.
  • Understand safe working practices and health and safety legislation.
  • Ability to work independently.
  • Well-organised and capable of prioritising own work.
  • Flexible, honest, and reliable.
  • Highly motivated.
  • A clear team player while exercising initiative in problem solving.

Qualifications and Experience:

  • A minimum of 3 years' experience coordinating Hard and Soft Facilities Services.
  • Experience in managing people.
  • Experience with KPIs and client interactions.
  • A qualification in Facilities Management or a suitable qualification in a business or technical field.
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