Facilities Administrator

Hollybank Trustees Ltd; Dublin; On-site; EUR 36,000 - 48,000; Full time

Job summary

Apleona in Dublin 15 is seeking a Facilities Administrator to join our site team. You will handle reports, prepare presentations, take minutes, manage databases, and provide general office support to ensure efficient facilities management.

The role involves coordinating maintenance tasks, raising POs, processing invoices, maintaining training records, and supporting access control. A minimum of 2 years in a similar position, adaptability, and strong teamwork are required; the position follows a

Qualifications

• Minimum 2 years of experience in a similar position.
• Flexibility and adaptability.
• Ability to work well as part of a larger team.

Responsibilities

• Submitting reports and preparing presentations.
• Taking inventory and replacing office supplies when necessary.
• Creating and updating databases for various forms of data, including personnel and financial information.
• Taking minutes in meetings and sending actions to owners.
• General Filing and office upkeep, and GRNI Regular Review.
• Maintaining the training matrix and organising training for existing and new employees.
• Raising access requests and accompanying visitors on site, and raising Urgent POs and tracking to completion.
• Helpdesk cover when required and Mail room cover if required.
• Coordination and scheduling of the maintenance tasks for the mobile team and specialist contractors for planned and reactive works.
• Input facilities-related data on CAFM systems to comply with KPI’s.
• Providing timely reports to the Client & Apleona management on reactive/projects on site.
• Raising POs, approving invoices, and providing administration support to the management Team.
• Assist in maintaining auditable records for all in-house and outsourced PPM/reactive activities.

Job description

At Apleona, we are always on the lookout for talented and dynamic individuals to join our team. We are currently searching for a Facilities Administrator at our site in Dublin 15

Shift Pattern: Monday to Friday 08:30 - 17:00

Main duties and responsibilities

• Submitting reports and preparing presentations, and conducting general research.
• Taking inventory and replacing office supplies when necessary.
• Creating and updating databases for various forms of data, including personnel and financial information.
• Taking minutes in meetings and sending actions to owners.
• General Filing and office upkeep, and GRNI Regular Review
• Maintaining the training matrix and organising training for existing and new employees. Taking messages and redirecting calls as required.
• Raising access requests and accompanying visitors on site, and raising Urgent POs and tracking to completion.
• Helpdesk cover when required and Mail room cover if required (holiday or Sickness)
• Coordination and scheduling of the maintenance tasks for the mobile team and specialist contractors for planned and reactive works
• Input facilities-related data on the Apleona and client CAFM systems regularly to comply with KPI’s. Ensure compliance with other non CAFM KPI’s also within the area of responsibility
• Providing timely reports to the Client & Apleona management that will ensure they are updated on all reactive / projects being conducted on site.
• Raising POs, approving invoices, and providing administration support to the management Team
• Assist in maintaining auditable records for all in-house and outsourced PPM/reactive activities and ensure all documents are filed in an orderly fashion / reflected on the CAFM system.
• Performs any ah hock duties / reasonable requests as assigned by management. Person Specification

Flexible Qualifications and experience

• A minimum of 2 years of experience in a similar position.
• Flexibility and adaptability
• Ability to work well as part of a larger team