Facilities Coordinator

2 weeks ago

Dublin, Dublin City, Ireland Apleona HSG Facility Management Full time

Overall Purpose of the Job

Accurately and efficiently manage and coordinate various Facilities Management Contracts. The facilities coordinator will collaborate with an existing team led by a facilities manager to ensure seamless operation of the contracts. Duties encompass Facilities Management, Hard and Soft Services, Ad hoc projects, and back-office administration. This role is based on-site from Monday to Friday.

Main duties and responsibilities

  • Act as a hands-on coordinator, helping staff execute tasks outlined in PPM and overseeing daily intake of reactive Work Order requests.
  • Ensure timely completion of all Work Orders within specified parameters and contractor PM's POC.
  • Monitor Key Performance Indicators, escalating known issues to the facilities manager.
  • Review and approve subcontractor invoices and confirm completion of works.
  • Conduct detailed Service Inspections, ensuring thorough documentation and timely execution.
  • Coordinate on-site contractors, ensuring all necessary documentation is in place before work commencement.
  • Ensure consistent compliance with company's Health, Safety & Quality policies.
  • Efficiently manage utilities, monitor consumption levels, and support Energy Management by maintaining homeostasis using the Building Management System.
  • Maintain adequate levels of cleaning chemicals and consumables.
  • Conduct in-house audits and projects, maintaining high service standards in line with company KPI/SLA.
  • Provide accurate monthly/quarterly reports on staff issues, PPMs, and reactive works.
  • Provide Security Support by managing site Access Control system and reporting security breaches.
  • Offer Event Support by fulfilling client requests for conference room layouts and catering.
  • Assist in Business Continuity by covering and supporting Security Operatives, Facilities Managers, and Catering/Cleaning Operatives as required.
  • Provide Reception Cover Service, including opening/closing reception, organizing relief, offering support to visitors/staff, and handling reception administration tasks.
  • Act as an Apleona ambassador.

The ideal candidate:

  • Excellent interpersonal and communication skills.
  • Solution oriented.
  • Familiar with safe working practices and health and safety regulations.
  • Capable of working independently.
  • Well-organized with the ability to prioritize tasks.
  • Flexible, Honest, and reliable.
  • Innovative and proactive in task initiation.

Qualifications and Experience:

  • Minimum of 3 years' experience coordinating Hard and Soft Facilities Services.
  • Experience in personnel management.
  • Experience with KPIs and client interactions.
  • Facilities management qualification or relevant business/technical field qualification.

Location - Dublin South D2

Ref: 12616

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