Facilities Assistant

CBRE Group, Inc.; Dublin; Hybrid; EUR 26,000 - 34,000; Full time

Job summary

CBRE Group, Inc. in Dublin is seeking a dedicated Facilities Assistant to support day-to-day office operations and deliver high-quality customer service. You will contribute to a safe, organized workspace and help with reception, administration, and regular maintenance tasks.

The role emphasizes safety compliance, ticket-system monitoring, space upkeep, and collaborative work with CBRE teams to ensure a seamless client experience.

Qualifications

• Experience in customer service and facilities support.
• Ability to work proactively with minimal supervision.
• Willingness to follow health and safety policies.

Responsibilities

• Log quality hazards and ensure actions are closed out to improve safety culture.
• Monitor client ticket systems and respond to requests promptly.
• Maintain appearance of the workspace and ensure it is tidy and presentable.
• Support health, safety, and compliance activities across the site.
• Assist with office moves, events, and general administrative tasks.

Skills

Customer service

Proactive

Communication

Team collaboration

Job description

As Facilities Assistant you will collaborate with colleagues to inspire customer moments of delight and pursue amazing outcomes each day. Be an ambassador of a one team approach within Operations team, representing CBRE and Client brand

Supporting the day to day operations of Facilities Services, providing high quality customer service and experiences creating a fun and safe place to work including office administration, health & safety activities and Ad hoc service requests.

The ideal candidate will be customer focused, highly motivated, proactive and show great initiative to keep the office running smoothly.

Quality, Health, Safety and Environment

• It is the overall objective for all of our roles to participate in creating and enhancing our safety culture
• To support this you’ll log quality hazards and ensure resulting actions are closed out. This helps make our spaces safer and improve the safety culture
• You support with all in Country health and safety legislation, ensuring that any activities undertaken comply with relevant statutory and industry related requirements where applicable
• You build your knowledge of and abide by all CBRE & Client Health & Safety Policy and Procedures to ensure a healthy and safe working environment for staff, contractors, customers and clients
• You report all accidents, occupational illnesses and emergencies
• To ensure a safe working environment for all you complete monthly compliance tasks assigned to you
• To demonstrate compliance you undertake and support site audits
• You assist with Building Evacuation Team training and drills
• You will embed a culture of safe working and compliance capturing RISE Behaviours
• You will actively engage with CBRE communications and announcement

Operations

• You actively contribute to team huddles, where applicable
• You ensure all specific facilities issues are logged and ensure remedial actions are completed proactively
• You monitor and action the Client ticket systems, responding and resolving reactive requests
• You own the appearance of your space and conduct scheduled quality inspections to assess office appearance and conditions
• You proactively ensure general office space is tidy and presentable at all times
• Customer service is at the heart of what we do and you provide high class professional service atall times
• You undertake daily meeting room checks, log proactive tickets and replenish stationery materials ensuring meeting space is consistently provided to the highest standard.
• Consistency in customer signage is a key driver for the client; you understand the brand guidelines and ensure they are represented in posters / signage across your locations
• You maintain and manage on site storage space
• You provide all mailroom, logistics, stationery, distribution, porterage and reception services as required
• You deliver the overall management of lost and found process
• You allocate parking spaces and manage the parking areas, where applicable
• You assist with events set up and coordination, where applicable
• Assisting with office moves and changes (including required Space support tasks, where applicable)
• You undertakes site essential administration and logistical support to colleagues as necessary
• Demonstration of success is key to this role and you will strive to excel in the delivery of KPI's and SLA's for your site
• Undertake office support tasks, site inspections and reporting as necessary
• Act as REWS ambassador to the clients in the buildings through regular interaction and ticket updates

People

• You’ll help to sustain and enhance our team culture of recognition
• You’ll be actively engaged in CBRE’s Performance Management cycle and will create your own self-development plan this will include maintenance of your professional and technical skills using CBRE core training matrix as a guide
• Once that is agreed with your line manager you will actively engage in your development plan
• To support you, you’ll be following all the CBRE People procedures

Supplier Management

• You manage, coordinate and supervise supplier personnel and subcontractors to ensure satisfactory completion of service delivery as required
• You provide general support by supervising and escorting service providers and contract related visitors, where applicable
• When required you log and track supplier related issues and support Where applicable complete team spend trackers to assist management with operational budget
• Follow requisition/PO process at all times, ensuring no works carried out by supply chain without valid PO

Project and Programs

• You support First Day Of Business activity within your site
• Recommend initiatives to improve the local operations or customer experience
• Support the deployment of initiatives at site level
• Actively look for innovation that will improve any aspect of the contract.
• Undertake all other duties & tasks as reasonably requested by your line manager
• Based on size, scale and location of your site you may be required to undertake aspects of other roles

Facility Management and Maintenance

• 1. Workspace Management:
  • Ensure all areas, including unique spaces such as games rooms, salons, bike sheds, event spaces, shower rooms, balcony terraces, are clean, comfortable, and well-organised.
  • Conduct regular inspections to maintain high standards.
• 2. Maintenance Activities:
  • Assist with planned, reactive and remedial maintenance activities.
  • Maintain a maintenance schedule and ensure timely completion of all tasks.
  • Coordinate with technical teams for M&E (Mechanical & Electrical) and fabric support.
• 3. Service Line Management:
  • Oversee cleaning, waste services, landscaping, pest control, office supplies, and consumables.
  • Address service issues promptly and ensure efficient service delivery.

Collaboration and Compliance

• 4. Support for Technical, Security, and Catering Teams:
  • Facilitate effective collaboration and communication among onsite teams.
  • Assist with technical support for M&E and fabric support Coordinate with security and catering teams to ensure seamless service provision.
• 5. Hospitality and Event Support:
  • Collaborate with onsite partners for hospitality services and event setup support.
  • Ensure all event requirements are met and provide logistical support as needed.
• 6. Health and Safety Compliance:
  • Ensure compliance with relevant OH&S legislation.
  • Identify hazards and elevate H&S issues promptly.
  • Conduct regular safety audits and provide recommendations for improvement.

General Support

• 7. Administration, Maintenance, Emergency, and Logistics Support:
  • Provide support as required to ensure effective service provision and safety across the site.
  • Respond to emergency situations and coordinate logistics.
• 8. Ad Hoc and Additional Requirements:
  • Support event setups, subcontractor management, and any other ad hoc requirements.
  • Ensure full service provision within set protocols and client expectations.

Improve

• 9. Deliver Specific Expertise:
  • Align with the client's vision for operating and managing office spaces.
  • Provide expertise in facilities management and service delivery.
• 10. Operational Efficiency and Cost Savings:
  • Evaluate and improve operational efficiency on a daily basis.
  • Identify cost‑saving initiatives and implement them where possible.
• 11. Space and Occupancy Utilisation:
  • Identify areas for improvement in space utilisation.
  • Collaborate with the moves and space teams to maximise space and occupancy use
• 12. Client Culture and Values:
  • Establish an in‑depth knowledge of the client culture and values.
  • Ensure all activities and services align with the client's vision and ethos.

Communication and Coordination

• 13. Regular Meetings and Reporting:
  • Hold regular meetings with the facilities team to review ongoing projects and address any issues.
  • Maintain clear and open communication with all stakeholders.
• 14. Feedback and Improvement:
  • Collect feedback from employees and other users of the facilities.
  • Implement improvements based on feedback to enhance the workspace environment.
• 15. Documentation and Record-Keeping:
  • Keep detailed records of all maintenance activities, inspections, and compliance checks.
  • Ensure documentation is up-to-date and accessible.

Leave Cover and Flexibility

• 16. Leave Cover:
  • Provide FA support and cover for other locations as needed.
  • Ensure a smooth transition and continuity of services during periods of leave.

Tools and Resources

• 17. Use of Technology:
  • Utilise facilities management software to track maintenance schedules, service requests, and compliance.
  • Ensure all team members are trained on the use of relevant technology.
• 18. Training and Development:
  • Provide ongoing training to the facilities team to keep them updated on best practices and new regulations.
  • Encourage professional development to improve service quality.

By following these steps, you can effectively manage the facilities services at the site, maintain a high-quality workspace for client employees, and support various teams and activities within the office space.

What does success look like

• Demonstrates ownership of service and proactive behaviours.
• Excels in their individual contribution to KPI's and consistently delivers exceptional customer experiences, building on flawless fundamentals.
• Engages in self development, seeks service improvements, always putting safety first. Embraces change initiatives in close collaboration with team members. Contributes feedback to continually improve employee experience resulting in an engaged team

About you:

• A highly motivated individual, with excellent use of initiative and demonstrates a strong passion for customer service excellence and understanding customer needs
• Experience within a Customer Service environment