Facilities Administrator

Hollybank Trustees Ltd; Longford; On-site; EUR 32,000 - 42,000; Full time

Job summary

Hollybank Trustees Ltd in Longford is seeking a Facilities Administrator to join our team. The role is based on site and covers day-to-day facilities coordination, including PPMs, reactive work orders and staff support.

You will manage contractors, review invoices, ensure safety and quality compliance, monitor utilities and stock, and generate monthly reports on staffing and maintenance activities.

Qualifications

• Experience coordinating Hard and Soft Facilities Services.
• Experience in managing people.
• Experience with KPIs and client interactions.
• A qualification in Facilities Management preferably or suitable qualification in a business or technical field.
• Excellent interpersonal and communication skills.

Responsibilities

• Coordinate hard and soft facilities services and assist staff in executing duties.
• Ensure timely execution of Work Orders and adherence to PPM requirements.
• Review and approve sub-contractor invoices and verify works completed.
• Coordinate contractors and maintain required documentation prior to works.
• Ensure compliance with Health, Safety & Quality policies and procedures.
• Manage utilities, stock levels and cleaning standards across site.
• Maintain asset register and report damaged FF&E; manage time and attendance records.

Skills

Facilities Coordination

People Management

KPI Management

Client Liaison

Facilities Management

Education

Facilities Management qualification

Job description

We are currently recruiting for a Facilities Administrator to be based in Longford.

Working Pattern: Monday to Friday, 39 hours per week.

Main duties and responsibilities

• Be a hands on Coordinator assisting staff in executing duties as outlined on PPM and reactive Work Order requests.
• Ensure the timely execution of all Work Orders
• Ensure Key Performance Indicators are being achieved, escalating known issues to account manager
• Review and approve sub-contractor invoices and verify works done
• Ensure 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.
• Ensures efficient management of all utilities, monitor and document consumption levels.
• Ensures efficient stock management and maintains sufficient levels of cleaning chemicals and consumables.
• Ensures high standards of cleaning are maintained at all times in accordance with the company cleaning policy.
• Ensure efficient management of the Asset register. Ensuring all damaged FF&E is recorded and reported.
• Ensure any accidental and wilful damage is recorded and reported promptly.
• Manage Time and Attendance records, manage and sign off on Annual leave requests, manage sick leave, staff queries.
• Manage staff training through Human Focus.
• Ability to work under pressure to tight deadlines
• Providing accurate monthly reports on staff issues, PPM’s and reactive works on a monthly basis

Qualifications and Experience

• Experience coordinating Hard and Soft Facilities Services.
• Experience in managing people
• Experience with KPIs and client interactions
• A qualification in Facilities Management preferably or suitable qualification in a business or technical field.
• Excellent interpersonal and communication skills