Facilities Administrator

Apleona GmbH; Ireland; Remote; EUR 32,000 - 46,000; Full time

Job summary

Apleona GmbH in Longford is seeking a Facilities Coordinator to join our team. You will accurately and efficiently manage and co-ordinate various elements of a contract, working closely with a manager to ensure the smooth running of facilities services.

The role requires at least 3 years coordinating hard and soft facilities, experience managing people, and a facilities management qualification or comparable business/technical degree.

Qualifications

• 3+ years experience coordinating hard and soft facilities services.
• Experience in managing people and delivering KPIs.
• Facilities Management qualification preferred or related business/technical degree.

Responsibilities

• Hands-on coordinator supporting staff on PPM and reactive Work Order requests.
• Timely completion of all Work Orders within the permitted parameters.
• Ensure KPI performance and escalate issues to account manager.
• Review and approve sub-contractor invoices and verify works.
• Ensure service inspections are carried out and documented.
• Coordinate all contractors and ensure documentation is in place before work begins.
• Comply with Health, Safety & Quality policies and procedures.
• Manage utilities and monitor consumption levels.
• Stock management and asset register maintenance.

Skills

People management

Education

Facilities Management qualification

Tools

CAFM software

Job description

We are looking for a Facilities Coordinator to join our team in Longford

Working pattern: Monday to Thursday 08:00 - 16:30 Friday 08:00 - 15;30

Overall Purpose of the Job

Accurately and efficiently manage and co-ordinate aspects of various elements of a contract. The Facilities Coordinator will work closely with an existing team, headed up by a manager, to ensure the smooth running of these contracts. Services include Facilities Management, Hard and Soft Services, staff management, ad-hoc projects and back off administration (updating CAFM, KPI deliverables, reporting).

Main duties and Responsibilities

• Be a hands on Coordinator assisting staff in executing duties as outlined on PPM and reactive Work Order requests.
• Timely execution of all Work Orders, within the permitted parameters.
• Ensure Key Performance Indicators are being achieved, escalating known issues to account manager.
• Review and approve sub-contractor invoices and verify works done (reports & dockets).
• Make sure Service Inspections are carried out in detail, documented and executed in a timely and efficient manner.
• Co-ordinate 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.
• Management of all utilities, monitor and document consumption levels.
• Stock management and maintains sufficient levels.
• Efficient management of the Asset register.

Qualifications and Experience

• 3+ years experience coordinating Hard and Soft Facilities Services.
• Experience in managing people
• Demonstrable history achieving KPIs and positive client interactions
• A qualification in Facilities Management preferably or suitable qualification in a business or technical field, desirable.

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