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Facilities Coordinator

1 week ago

Galway, Galway, Ireland CMS Distribution Full time

**Key Responsibilities:**

We are seeking a highly skilled and organised individual to join our team as an Office Coordinator. In this role, you will be responsible for supporting the smooth running of our Irish properties and providing remote support to our other sites in Europe, USA and China.

You will work closely with other teams across the business, including facilities management, HR, and IT, to ensure that our offices are safe, well-maintained, and efficient. Your key responsibilities will include:

  1. Supporting daily office operations to ensure efficiency and productivity.
  2. Managing office supplies, equipment, and inventory.
  3. Handling correspondence, record-keeping, and administrative functions.
  4. Acting as the main point of contact for office-related inquiries and issues.

Facilities & Building Maintenance:

You will oversee office maintenance, ensuring a clean, secure, and functional workplace. This includes managing service contracts for office cleaning, security, and maintenance providers, as well as working with building management to address repairs, security issues, and facility upgrades.

Security Management:

You will support our overall Security strategy and ensure security measures are actioned. This includes collaborating with IT on business continuity measures and managing security contractors.

Health, Safety & Compliance:

You will ensure compliance with UK & European Health & Safety at Work Act, Fire Safety Regulations, and other workplace laws. This includes conducting risk assessments, fire drills, and emergency response planning, as well as maintaining and enforcing DSE (Display Screen Equipment) assessments and ergonomic workstation setups.

Contractors:

You will support the management of contracts with third-party vendors for maintenance, catering, office supplies, and security. You will negotiate cost-effective solutions while maintaining high service standards.

HR, IT & Employee Support:

You will support employee onboarding and desk allocation, office equipment provision, addressing employee concerns related to facilities, safety, and workplace comfort, and assisting in organising office events and meeting logistics.

Weekly Reports:

You will submit bi-weekly reports to capture progress updates, watchouts, and providing evidence to support findings. The report should balance operational and tactical aspects.