Facilities Coordinator

6 months ago

Dublin, Ireland Apleona HSG Facility Management Full time
Advert Text

Overall Purpose of the Job

Accurately and efficiently manage and coordinate aspects of various Facilities Management Contracts. The facilities coordinator will work closely with an existing team headed up by a facilities manager to ensure the smooth running of the contract(s). Services include Facilities Management, Hard and Soft Services, Ad hoc projects, and back-off administration (updating CAFM, KPI deliverables, reporting). This role is site based (Mon-Fri).

Main duties and responsibilities

Be a hands-on coordinator assisting staff in executing duties outlined on PPM and fully managing reactive Work Order requests daily intake. Ensures the timely execution of all Work Orders within the permitted parameters plus contractor PM’s POC. Ensure Key Performance Indicators are being achieved, escalating known issues to the facilities manager. Review and approve subcontractor invoices and verify works are done (reports & dockets). Ensure Service Inspections are carried out in detail, documented, and executed in a timely and efficient manner. Coordinate all contractors that attend site and ensure all the relevant documentation is in place prior to the work commencing. Knows and ensures consistent compliance with companies’ Health, Safety & Quality policies, and procedures. Ensures efficient management of all utilities, monitors, and document consumption levels. Support Energy Management - Ensuring the buildings homeostasis by utilising the Building Management System (BMS). Support the client(s) in its reporting requirement with SEAI and gathering, monitoring, and reporting on energy use, water, waste under the climate action roadmap and using SEAI 'gap to target tool'. Ensures efficient management and maintains sufficient levels of cleaning chemicals and consumables. Ensures in-house audits and projects are at a high standard of service and are maintained at all times in accordance with the company KPI/SLA lines. Providing accurate reports on staff issues, PPM’s and reactive works on a monthly / quarterly basis. Security Support-Navigate site Access Control system to program cards and report anomalies. Identify and report any breaches in security e.g., damaged building fabric, system errors, alarm activations. Assist in open/close of building. Event Support - Facilitate client requests to achieve requested conference room layouts as well as catering requests. Business Continuity - Provide cover and support for the Security Operative, Facilities Manager and Catering/ Cleaning Operative as needed. Reception cover service - The FC will be responsible for providing reception cover services. This includes opening and closing reception; organizing reception relief; providing reception support to visitors, staff, providing reception administration services; monitoring and implementing scheduled tasks. Responding to urgent maintenance and reactive calls. Testing building security systems and promoting safety within the building. Franking of outgoing post, if required (cover) together with assisting in fulfilment/franking of client comms and project material. Be an Apleona ambassador. 

The ideal candidate:

Excellent interpersonal and communication skills. Solution minded. Understand safe working practices and health and safety legislation. Ability to work on their own. Well-organized and capable of prioritizing own work. Flexible, Honest, and reliable. To be able to Innovative and initiate all tasks appropriately.

Qualifications and Experience:

A minimum of 3 years’ experience coordinating Hard and Soft Facilities Services. Experience in managing people. Experience with KPIs and client interactions. Facilities management qualification preferably or suitable qualification in a business or technical field. 

Location - Dublin South D2

Ref: 12616

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