Facilities and Office Services Coordinator New

2 weeks ago

Dublin, Dublin City, Ireland CPL Full time
My client in the finance sector is looking to recruit a facilities and office service coordinator.

Key Responsibilities

The role holder will carry out the following duties:

  • Assist with all facilities related queries escalated to the Facilities helpdesk within a timely manner.
  • Effectively assist with facilities requirements & business projects.
  • Actively assist with the effective management of suppliers.
  • Support the physical security of the premises and liaise with security companies including security access control and CCTV.
  • Maintain a fully compliant Health & Safety programme involving employees at all levels.
  • Assist with the resolution for any maintenance and building issue raised.
  • Regular building checks (fire safety and health and safety) to ensure no potential risk incidents.
  • Support with the cost control in conjunction with the facilities budget.
  • Regular building and grounds checks to ensure offices are at a high cleaning standard.
  • To assist with a fully compliant Health & Safety programme involving employees at all levels.
  • Carry out facilities induction training with all new starters on day 1.
  • Lead of Facilities Admin team (receptionist and post admin).
  • Assist on cover for Facilities and Maintenance Coordinator when required.
  • Cross trained across all roles within Facilities team.
  • Maintain Facilities intranet page, ensuring relevant information and useful documentation uploaded.
  • Assist with the BMS system to ensure appropriate office environment for employees.
Key Tasks

Provision of Administrative support

  • Monitoring and ordering of stationery and office supplies for all offices
  • Manage supplier relationships to ensure quality, timely and cost effective service
  • Prepare, organise, and manage catering for external meeting, including room set up.
  • Assist with Archiving of documentation, ensure destruction of documents required with appropriate approval when destroy date pending.
  • Manage Infrastructure and Support/Maintenance Services for all Offices
  • Ensure the continuous and cost-effective management of Facilities for USIL.
  • Assist with answering requests on the Facilities Helpdesk
  • Assist with the design and implementation of the office layout, space planning and equipment requirements for both offices.
  • Provide excellent service level and relationship with internal clients
  • Oversee USIL's compliance with Health and Safety standards & regulations
  • Ensure continuous review and management of office maintenance items and complete or oversee the requisite tasks
Health and Safety

  • Administration of H&S Policy across all USIL sites
  • Undertaking Risk Assessments for all USIL sites including DSE assessments and pregnancy risk assessments
  • Increase health and safety awareness at all levels within the organisation, including staff, contractors and visitors
  • Assist with co-ordination of training and Health & Safety assessments to all staff as appropriate
Internal Controls/Risk Management

  • Organise for each supplier entering any USIL office premises to complete confidentiality agreements and provide legal documents to support Health & Safety requirements and ensure they adhere to same
Budget/cost control

  • Assist with budget monitoring and control
  • Assist with monitoring of contract costs, quotes and incoming invoices to ensure adherence to budget
Office Premises Security & Induction

  • Assist with for the management of the office physical security
Key Requirements

The role holder will possess the following distinguishing features:

  • Identify business needs and proactively implement ways to increase efficiencies and continuous improvement
  • Use initiative to resolve queries and issues
  • Display a strong attention to detail
  • Display strong problem-solving skills
  • Capable of resolving office maintenance issues
  • Capable of communicating in a friendly and approachable manner that inspires customer confidence
  • High level of confidentiality
  • Demonstrates flexible working across all sites
  • A minimum of 2-3 years' relevant experience within Facilities Management
  • A minimum 2 years' relevant experience in Health and Safety
  • Business or related third level qualification desirable
  • Excellent oral and written communication skills
  • PC Skills – Microsoft Office including in Word, Excel and Powerpoint
  • Ability to work on own initiative
  • Flexibility on work hours and must be willing to travel to Dublin Office
  • Full clean driver's license with personal car access

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