Facilities Administrator CP

Apleona GmbH; Dublin; Hybrid; EUR 28,000 - 36,000; Full time

Job summary

Apleona GmbH is seeking a Facilities Administrator for its site in Dublin 15. The role involves general administration, reporting, data handling, and coordination of facilities tasks.

We value at least two years of relevant experience, strong MS Office skills, and the ability to work well within a team. The position follows a Monday to Friday pattern with standard office hours and onsite duties.

Qualifications

• Minimum 2 years' experience in a similar role.
• Excellent administration skills and proficient in Microsoft Office.
• Flexible and adaptable.
• Team player and able to work in a larger team.

Responsibilities

• Submit reports and prepare presentations.
• Maintain inventories and order office supplies.
• Create and update databases for personnel and financial information.
• Take minutes in meetings and track actions.
• Raising POs and supporting invoicing processes.
• Input facilities data into CAFM systems and generate KPI reports.
• Provide on-site coordination for maintenance tasks with contractors.

Skills

Administration

Teamwork

Adaptability

Communications

Tools

Microsoft Office

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.
• Excellent Administration skills, Microsoft Office
• Flexibility and adaptability
• Ability to work well as part of a larger team

We look forward to your application

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