Assistant Coordinator

Apleona GmbH; Cork; Hybrid; EUR 38,000 - 48,000; Full time

Job summary

Apleona GmbH in Ballincollig, Cork is seeking a Facilities Coordinator on a 16 month fixed-term contract. The role focuses on leading the Facilities team to deliver services across mechanical/electrical systems, access control, housekeeping, catering, and move management, while aligning with Health and Safety policies.

The successful candidate will manage external contractors, control the budget, develop operating procedures, and provide monthly reports to the client, ensuring service levels

Qualifications

• Diploma in Facility Management or related experience.
• Experience generating monthly reports.
• People management experience.
• Experience managing contractors.
• Experience in client-oriented roles.
• Knowledge of financial budgeting and control.
• Familiarity with service provision contracts and contract administration procedures.

Responsibilities

• Lead Facilities team in delivering site services (M/E, Access Control, housekeeping, catering, cleaning, move management).
• Support Health and Safety policy implementation.
• Manage external contractors and suppliers for cost-effective service.
• Approve supplier invoices and recharge to business units.
• Oversee Cleaning and Catering contracts and service standards.
• Develop and implement Operating Procedures for Facilities.
• Prepare monthly Facilities reports for client presentation.
• Develop staff training, performance management and development.
• Suggest service delivery restructuring.
• Ensure service changes are documented and communicated.
• Write procedures to maintain good customer service.
• Monitor performance targets and report volumes, speed, reliability.
• Maintain communication with business to meet current/future needs.
• Manage third party suppliers and monitor SLAs/KPIs.
• Provide Monthly Management information per SLA/KPI.
• Meet vendor reps to ensure services delivered as agreed.
• Oversee budget control within forecasts.

Skills

Facilities management

People management

Contract management

Budgeting

Reporting

Education

Diploma in Facility Management

Job description

We are currently recruiting for a Facilities Coordinator to be based in Ballincollig, Cork

Working Pattern: Monday-Thursday 08:30-17:00, Friday 08:30-16:00

***16 month Fixed-Term Contract***

Main Duties and Responsibilities

• Management of Facilities team in the provision of services to the site including: Mechanical/electrical, Access Control systems, Housekeeping, Catering, Hospitality, Cleaning and Move Management.


• Assisting with the implementation of Company Health and Safety policy


• Management of external contractors and suppliers to ensure optimal service levels are attained at minimum cost.


• Manage the approval of supplier invoices and ensure these are accurately recharged to business units.


• Management of Cleaning and Catering contracts on a day to day basis to ensure a high standard of service


• Assisting with the development and implementation of Operating Procedures for the Facilities Department.


• Preparation of Monthly Reports on the activities of the Facilities Department for presentation to the client.


• Management of the team with focus on training, performance management and personal development.


• Putting forward proposals for restructuring service delivery.


• Respond to business needs by building flexibility into the service delivery model.


• Ensure any changes to contracts and other service agreements are documented and communicated.


• Ability to write and implement procedures to ensure good customer service.


• Monitor and achieve performance targets for all service activities and reports on volumes processed, speed and reliability.


• Maintain communications with business to identify their current and future needs, and ensure the services provided meet these needs.


• Manage third party suppliers by monitoring service levels, rates and communication.


• Provide Monthly Management information as detailed within SLA/KPI.


• Meet with Vendor representatives as required ensuring services are delivered as agreed.


• Oversee budget control and monitoring and ensure operation costs are in keeping within budget forecast.


• Verify all incoming third party invoices and escalation any discrepancies.


• Actively work to develop and confirm with the Business Continuity Plan.


• Provide Project Management Support as required.


• Ensure staff are motivated and performing to the best of their ability, and commit time to ensuring that sites are suitably managed and staffed.


• Develops flexible, multi-skilled staff, working as a team to ensure there are sufficient resources to cover all jobs at all times.


• Coordinate and undertake staff appraisals as required.


• Ensure that all requests from School are properly recorded and reported.


• Make sure that all PPM planning is up to date

Qualifications and experience

• Diploma in Facility Management and/or previous related experience a distinct advantage.


• Previous experience of generating monthly reports


• Previous people management experience essential.


• Previous experience of managing contractors essential.


• Previous experience in a client orientated profession essential.


• Good understanding of human resource management and full understanding of Facilities related services.


• Previous experience in financial budgeting, management and control techniques.


• Working knowledge of service provision contracts and contract administration procedures

We look forward to hearing from you.

Ref. 17697