Facilities Administrator

Sensori; Ireland; On-site; EUR 28,000 - 40,000; Full time

Job summary

Sensori is seeking a Facilities Administrator to join our Maintenance Team on a 39-hour full-time contract based at our Head Office in Dublin 15. The role supports daily operations from job dispatch to completion and assists clients and the office and management staff.

The ideal candidate has a strong administrative background, familiarity with Facilities Management, and proficient MS Office skills. The role requires attention to detail, excellent customer service, and the ability to coordinate

Qualifications

• Business Administration degree or equivalent qualification.
• Minimum of 2 years' administration experience in a fast-paced environment.
• Experience within the Facilities Management industry is highly desirable.
• Proficient in Microsoft Office with proven experience of using a variety of software.
• Excellent analytical ability with strong numeracy and data entry skills.

Responsibilities

• Scheduling for the department, including staff and client appointments for PPM, general works and renewals of monitoring contracts.
• Handle helpdesk calls by priority and manage overall workflow.
• Liaise with FM Engineers and provide follow-up to resolve issues.
• Assist with client account management and coordinate framework billing.
• Assist Finance with client invoice queries and day-to-day bookkeeping.
• Coordinate with Procurement and generate monthly department reports.
• Provide support to engineers in day-to-day duties and ensure quality customer service.
• Coordinate quotations with Line Manager and ensure approvals prior to issue.
• Manage filing and document storage.

Skills

2 years admin experience

FM industry experience desirable

Analytical ability

Proficient in MS Office

FM/Building services knowledge

Education

Business Administration degree or equivalent

Tools

Microsoft Office

Job description

We are currently recruiting for a Facilities Administrator to join our Maintenance Team on a contract for a key client. This full-time permanent role (39 hours) will be based in our Head Office, located at Plaza 211, Blanchardstown Corporate Business Park 2, Dublin 15, D15 AP2D. This role would be ideally suited to an individual with a strong administrative background within the Facilities Management or Construction industry as they will provide support and assistance within the department by overseeing the daily operations from job dispatch to completion while providing support and assistance to clients and both the office and management teams.

Principal Accountabilities

• Managing the scheduling for the department to include scheduling staff and booking client appointments for PPM, general works and renewals of monitoring contracts
• Responsible for helpdesk calls - filtering by priority and overall management of same
• Liaising with FM Engineers on various queries and providing the necessary follow up and support to resolve any outstanding issues
• Assist with the clients account management and co-ordinate the selected framework billing
• Assist the Finance Department in dealing with any client queries about their invoices
• Following up with clients to obtain PO's while managing the day-to-day bookkeeping
• Liaise with suppliers and act as the point of contact with the Procurement Department
• Generate reports to include the monthly review and update of the department guidelines
• Provide support to the engineers in their day-to-day duties
• Provide quality customer service by dealing with queries from clients and ensuring they are transferred for actioning to the relevant personnel
• Liaise directly with your Line Manager in relation to quotations, ensuring same are approved and signed off prior to issue
• Manage client queries, ensuring satisfactory customer service is provided to all and queries are escalated quickly and efficiently, where necessary
• Manage filing and ensure that documentation is correctly stored

Skills And Knowledge Required

• Holds a Business Administration degree or an equivalent qualification or alternatively has extensive administrative experience within a busy commercial environment
• Minimum of 2 years' administration experience in a fast-paced work environment
• Experience within the Facilities Management industry is highly desirable
• Proficient in Microsoft Office with proven experience of using a variety of software
• Excellent analytical ability with exceptional numeracy and data entry skills
• Understanding of FM/Building (Mechanical & Electrical) services an advantage