Facilities Coordinator

2 weeks ago

Dublin, Dublin City, Ireland BVLGARI Full time
  • Ensure a smooth running of the site day to day operations, including staff queries, reactive callouts, visitor & access control management, document controller, space planning, cleaning audits, ownership of site signage, catering for events and assisting with meeting/event organisation & set up.
  • Assign day-to-day tasks to the Welcoming Services/Lobby Ambassador to ensure the delivery of high-standard front-of-house services and adherence to security policies.
  • Ensure Security, Health and Safety and Environmental procedures are always followed.
  • Manage the total Facilities management contract for both hard and soft services, overseeing all vendor activities including cleaning, maintenance, and any other on-site vendors.
  • Coordinate fire drills and ensure closure of fire action items from the annual risk assessment.
  • Management of post and couriers, fleet management and taxi/shuttle.
  • Manage in house ticketing system for Facilities queries from employees
  • Conduct Facilities induction training for all new employees.

Support:

  • Back up for any Staff Sales support: Staff Sales – Shop online, LVMH Happening, Spot Boutiques, Online Gallery
  • Great Place to work projects (help with committee plans and events) / event planning & coordination.
  • Act as the primary support for the Facilities Manager for Finance process; including budgeting and reporting, invoice approvals, raising PO's, submitting invoices.
  • Work with Internal Communication Specialist on Facilities and Sustainability Communications (newsletter, digital signage, posters, events).

Documentation and Certification Compliance:

  • Upkeep of ISO14001 and ISO50001, perform reporting to LVMH – Collaborate with consultants to maintain ISO 50001 and 14001 certifications, ensuring all audit records are up to date.
  • Responsible for maintaining and updating the Business Continuity Plan (BCP) document, ensuring it remains current and compliant with regulatory standards.
  • Lease/rent/landlord relationships/estate and management fees - organise and manage monthly in person meetings with the landlord to ensure they maintain the common areas to a high standard and action outstanding items in a timely manner. Facilitate discussions on potential energy-saving initiatives during these meetings.
  • Lead and empower the Sustainability Committee (Green Team) within Bulgari's ESG initiative to drive and implement the sustainability strategy locally, promoting significant progress towards sustainability goals. This involves organising themed months like Earth Month, arranging guest speakers, workshops, sourcing sustainable gifts, and coordinating company outings such as beach cleans.
Profile
  • 3-5 years of experience in a similar position.
  • Passionate about sustainability and stays updated on regulatory requirements.
  • Experience in health and safety (H&S), environmental procedures, and continuous improvement practices.
  • Skilled in negotiation and managing external vendors.
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