Facilities Support Admin

Apleona Ireland; Cork; Remote; EUR 30,000 - 40,000; Full time

Job summary

A leading company in facility management is seeking a Facilities Support Administrator to join their remote team in Ireland. The role involves supporting Facilities Managers with operational tasks, ensuring efficient service delivery, and managing documentation. Ideal candidates will be detail-oriented, tech-savvy, and possess strong communication skills. This position offers career progression and a competitive start rate.

Qualifications

• Ability to work independently and prioritize tasks.
• Understanding of health and safety legislation.

Responsibilities

• Support FM Managers with maintenance quotes and purchase orders.
• Log jobs into FM systems and track completion.
• Respond to internal and client queries.

Skills

Interpersonal Skills

Communication Skills

Organizational Skills

Efficiency

Job description

With 50+ years of experience and expertise, Apleona is part of a global business providing integrated facility management services across Ireland. We offer flexibility, career progression and a competitive start rate.

We're looking for a highly organized and proactive Facilities Support Administrator to join our growing Facilities Management team. This role is fully remote (based in Ireland), supporting a number of Facilities Managers with a variety of essential operational and administrative tasks.

You'll play a vital role in ensuring smooth day-to-day service delivery, helping coordinate jobs, manage documentation, and provide outstanding internal support. If you're detail-focused, tech-savvy, and thrive in a fast-paced environment - we want to hear from you!

Working pattern: Monday-Friday from 8:00-16:30

Location: Ireland /Full-time, Permanent

Main Duties And Responsibilities

You'll support the FM Managers with tasks including, but not limited to:

• Preparing and issuing quotes for reactive and planned maintenance works
• Raising purchase orders and tracking parts or materials
• Assisting with monthly invoicing and billing support
• Logging jobs into FM systems
• Allocating jobs to engineers and monitoring completion
• Chasing engineers, suppliers, or subcontractors for updates and reports
• Compiling monthly reports and job trackers
• Managing compliance and documentation uploads
• Responding to internal and client queries professionally and efficiently
• Scheduling meetings, calls.
• Creating and updating asset and job files
• Assisting with timesheet tracking and job-related expenses
• Coordinating supplier onboarding or insurance paperwork
• Attending occasional in-person meetings with prior notice
  
  

Requirements

• Excellent interpersonal and communication skills
• Understand safe working practices and health and safety legislation
• Ability to work on his/her own
• Well-organised and capable of prioritising own work
• Flexible, Honest and reliable
• Efficiency is a prerequisite for the role.
  
  

This job description forms the basic requirements of your employment. This is not an exhaustive list and there may be occasions when you are required to perform duties outside the scope of your job description.