Administrator - Cork, Ireland

4 weeks ago

Cork, Ireland Apleona UK Full time

The details for the selected vacancy are shown below.

  • Advert Title Administrator - Cork, Ireland
  • Advert Text Overall Purpose of the Job

    Operating an efficient administrative function within the remit of facility management services

    Main Duties and Responsibilities
    • Understand and follow procedures and processes related to administration functions for all facilities activities.
    • Ensure consistent compliance with company Health, Safety & Quality policies and procedures.
    • Monitor and oversee all Planned Preventative Maintenance (PPM) and Reactive works to ensure contracted services are delivered.
    • Prepare weekly and monthly reports on contract and reactive activities.
    • Prioritize and manage administrative workflows effectively and efficiently.
    • Administer Risk Assessments for contract and reactive works.
    • Coordinate with the service center for work closure, outstanding tasks, costs, and PPM scheduling.
    • Provide administrative support for ongoing or planned project works.
    • Maintain records of issues, approved quotations, billing, invoice approval, and reporting.
    • Manage backup paperwork for contract or reactive invoices.
    • Handle Work Requests and Purchase Orders from clients and assign them correctly in the in-house system.
    • Communicate frequently with contractors, ensuring services are obtained, PPM visits are completed, and records are up-to-date.
    • Compile PPM reports for various services.
    • Report defects discovered during PPM and suggest resolutions to clients via quotations.
    • Maintain accurate records of planned versus actual hours.
    • Support Facility Manager with routine queries and ad-hoc duties.
    • Act as the first point of contact for key client personnel.
    • Take ownership of tasks and escalate as needed for resolution.
    • Perform any other related duties as assigned by the Facility Manager.
    Qualifications and Experience
    • Some experience in a similar facilities role an advantage.
    • Previous administration experience essential.
    • Leaving Certificate or equivalent. 
    Working Pattern

    Monday to Friday 8 am to 5 pm.

    Ref. 13026

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