Contract Coordinator

Apleona UK; Dublin; Hybrid; EUR 40,000 - 60,000; Full time

Job summary

Apleona is seeking a Contract Coordinator based in Dublin 15 to efficiently manage and coordinate facilities management contracts. The role focuses on delivering compliant service delivery and supporting field engineers.

Working pattern: Mon-Fri, 8:00 to 16:30, the successful candidate will lead the validation team, monitor KPIs, optimise CMMS usage (Maximo), and ensure timely completion of work orders, invoices, and audits while maintaining health, safety and quality standards.

Qualifications

• Minimum 5 years coordinating hard and soft facilities services.
• Experience in managing people and KPIs.
• Experience with client interactions and reporting.
• Qualification in Facilities Management or related field.
• Excellent interpersonal and communication skills.
• Strong organisational and prioritisation abilities.
• Knowledge of health and safety legislation.

Responsibilities

• Coordinate and manage hard and soft facilities services.
• Drive KPI targets on CMMS KPI and PM oversight.
• Maximise Maximo functionality to support maintenance program.
• Schedule, develop and manage regional work orders and SLAs.
• Review sub-contractor invoices and manage team invoicing.
• Ensure regulatory GMP, safety and environmental compliance.
• Prepare reports for meetings and audits.
• Be hands-on contract coordinator for PM and reactive work orders.
• Coordinate contractors and ensure proper documentation before work.

Skills

Contract coordination

People management

KPI tracking

CMMS Maximo

Health & Safety awareness

Education

Facilities Management qualification

Tools

Maximo CMMS

Job description

• Advert Text

  At Apleona, we are currently looking for a Contract Coordinator to efficiently manage and coordinate various aspects of Facilities Management contracts, based in Dublin 15.

  Working Pattern: Mon-Fri - 8:00 to 16:30

  Main duties and responsibilities

  • Manage the validation team and drive compliance in conjunction with the field engineers.
  • Achieve KPI targets on CMMS KPI and complete oversight of statutory preventative maintenance
  • Assist with maximising the use of Maximo functionality to match the maintenance program.
  • Optimise work tasks, deliver closing of PM/Reactives and other service requirements.
  • Schedule/develop/manage regional teamwork order managing validation within Service Delivery SLA Vendors
  • Manage Financial Budgets for the monthly, quarterly and adhoc
  • Ensure compliance with all regulatory GMP, Safety, and Environmental requirements.
  • First point of contact for issues highlighted by vendors/suppliers
  • Led the Validation Team and managed reporting for Monthly, Quarterly, and Yearly PM’s
  • Running applicable reports in CMMS and pulling documents together for meetings and audits.
  • Assist with the collection of data and maintenance job plans for equipment and systems.
  • Understand suitable SOPs for on-site across all functions.
  • Liaising with the team to ensure that the correct information is captured.
  • Running applicable reports in CMMS and pulling documents together for meetings and audits.
  • Be a hands-on Contract Coordinator assisting staff in executing duties as outlined on PPM and reactive Work Order requests.
  • Ensures the timely execution of all Work Orders, within the permitted parameters.
  • Ensure all related Key Performance Indicators are being achieved, escalating known issues to the account manager.
  • Review and approve sub-contractor invoices and verify works done (reports & dockets), and manage Team Invoicing across the account
  • Ensure Service Inspections are carried out in detail, documented and executed in a timely and efficient manner.
  • Co-ordinate all contractors that attend the site and ensure all the relevant documentation is in place prior to the work commencing.
  • Knows and ensures consistent compliance with the company's Health, Safety & Quality policies and procedures.
  • Ensures efficient stock management and maintains sufficient levels of cleaning chemicals and consumables for teams.

  Qualifications and Experience

  • A minimum of 5 years’ experience coordinating Hard and Soft Facilities Services.
  • Experience in managing people.
  • Experience with KPIs and client interactions
  • A qualification in Facilities Management, preferably or a suitable qualification in a business or technical field.
  • Excellent interpersonal and communication skills
  • Understand safe working practices and health and safety legislation.
  • Well-organised and capable of prioritising own work

  We look forward to hearing from you!

  Ref. 18023