Facilities Administrator Support

Manchester Arndale; Dublin; On-site; EUR 38,000 - 50,000; Full time

Job summary

OCS UK & Ireland is seeking an organised administrator/coordinator to support asset operation sites in Ireland. The role involves updating site packs, managing BIM360 folders, and handling CAFM data with attention to detail.

You will liaise with suppliers, raise POs, monitor invoices, and prepare monthly KPI reports. A solid MS Office toolkit and excellent communication are essential for success.

Qualifications

• Experience in a similar role is desirable.
• Proficient with MS Word, Excel, PowerPoint and Outlook.
• Knowledge of Microsoft Project is an asset.
• Strong organisational and analytical abilities with high integrity and professionalism.
• Ability to work in a fast-paced, target-driven environment.
• Excellent written and verbal communication skills.
• Flexible, proactive self-starter with a collaborative approach.
• Good time management and ability to multitask.

Responsibilities

• Coordinate works for asset operation sites.
• Maintain site packs, Teams/BIM360 folders, and contact cards.
• Monitor and close out PPM and reactive tasks in the CAFM system.
• Financial support – raising POs, monitoring invoices, and minutes.
• Transfer data/assets from Excel to CAFM system; respond to supplier queries.
• Prepare presentations, spreadsheets, minutes and reports; analyse data.

Skills

MS Office suite

Organisational skills

Analytical skills

Communication skills

Tools

Microsoft Word

Microsoft Excel

Microsoft PowerPoint

Microsoft Outlook

Microsoft Project

Job description

About The Company:

OCS UK & Ireland is a leading facilities management company with 50,000+ colleagues and a turnover in excess of £2bn. We deliver innovative, award-winning services within facilities management, hard services, cleaning, security and catering.

Our mission is to make people and places the best they can be for our colleagues, customers and the communities we serve. Our commitment to doing business the right way is rooted in our TRUE values -Trust, Respect, Unity, and Empowerment

About The Role:

Key Responsibilities:

• Coordinate Works for UisceÉireann Asset Operation sites.
• Site Packs to be updated & maintained.
• Teams / BIM360 folders to be updated & maintained.
• Contact Cards to be updated & maintained.
• Monitor and Close out PPM & Reactive tasks on the CAFM system.
• Financial Support – Raising PO’s, monitoring invoices,
• Support issuing out weekly & monthly meeting minutes.
• Transfer of assets/PPMS from Excel to the CAFM system
• Respond to all queries from suppliers and/or vendors. Managing and tracking all such queries, escalating as required to the Team Manager and ensure the closure of these queries in a timely and efficient manner.
• Information management, including the population and upkeep of Teams / BIM360 folders SharePoint site and Document Management System
• Ensure adherence to relevant Company Policies and Procedures from a compliance point of view.
• Track, analyse and format site KPI’s for inclusion in Department monthly report
• Collate weekly, monthly, quarterly, and ad hoc reports as requested.
• Preparation of presentations, spreadsheets, minutes of meetings and reports
• Analyse data from various reports

Essential Hiring Criteria:

• Previous experience in a similar role is desirable.
• Exceptional knowledge of the Microsoft Office products including MS Word, Excel, PowerPoint, and Outlook
• Knowledge of Microsoft Project would be an asset.
• Strong organisational and analytical capabilities with attention to detail, high levels of integrity, and professionalism at all times, with a proven ability to multi-task.
• Ability to work well in a fast-paced target driven environment.
• Sound judgment and decision-making skills and ability to work under pressure.
• Excellent influencing, interpersonal and communication skills.
• Capable of working on own initiative.
• Customer Focused and a good team player.
• Enthusiastic committed self-starter with proactive approach to problem solving.
• Ability to work with others to ensure success in the performance of a team.
• Excellent verbal and written communication skills with the ability to convey messages in a clear and sufficient manner.
• Proven effective time management skills with the ability to prioritise and remain focused.
• Flexible with regards working in a changing environment and the ability to adjust to new work structures, processes, and requirements, as necessary.
• Proactively identifying new areas of learning and using newly gained knowledge and skill on the job.
• Striving for quality and ensuring consistent high standards of work.

We are an equal opportunities employer and rely on a diverse workforce with a broad range of knowledge, skills, and backgrounds to deliver our goals. We offer an inclusive and welcoming environment and actively encourage applications from all individuals regardless of race, gender, nationality, religion, sexual orientation, disability, or age.