Facilities Coordinator

Hollybank Trustees Ltd; Cork; On-site; EUR 42,000 - 60,000; Full time

Job summary

Hollybank Trustees Ltd seeks a proactive Facilities Coordinator in Ballincollig, Cork to lead the facilities team and ensure high-quality services across mechanical/electrical, housekeeping, catering, and security functions. This fixed-term 16-month contract requires strong coordination with vendors and adherence to H&S policies.

The role involves monthly reporting, managing budgets, and driving service improvements while ensuring customer satisfaction and operational excellence on site.

Qualifications

• Diploma in Facility Management or related field preferred.
• Experience generating monthly reports is advantageous.
• Experience managing contractors is essential.
• Client-facing experience in facilities/services is essential.
• Good understanding of HR management and facilities services.
• Experience with budgeting, management, and cost control techniques.

Responsibilities

• Lead the Facilities team to deliver mechanical/electrical, access control, housekeeping, catering, hospitality, cleaning and move management services.
• Assist with implementing the Company Health and Safety policy.
• Manage external contractors to ensure service levels at minimum cost.
• Approve supplier invoices and recharge costs to business units.
• Oversee cleaning and catering contracts and ensure high service standards.
• Develop and implement operating procedures for the Facilities Department.

Skills

Team Management

Budgeting

Vendor Management

Health and Safety

Reporting

Education

Diploma in Facility Management

Tools

MS Office

Facilities Software

Job description

We are currently recruiting for a Facilities Coordinator to be based in Ballincollig, Cork

Working Pattern: Monday-Thursday 08:30-17:00, Friday 08:30-16:00

***Fixed-Term: 16 Month Contract***

Main Duties and Responsibilities

• Management of Facilities team in the provision of services to the site including: Mechanical/electrical, Access Control systems, Housekeeping, Catering, Hospitality, Cleaning and Move Management.
• Assisting with the implementation of Company Health and Safety policy
• Management of external contractors and suppliers to ensure optimal service levels are attained at minimum cost.
• Manage the approval of supplier invoices and ensure these are accurately recharged to business units.
• Management of Cleaning and Catering contracts on a day to day basis to ensure a high standard of service
• Assisting with the development and implementation of Operating Procedures for the Facilities Department.
• Preparation of Monthly Reports on the activities of the Facilities Department for presentation to the client.
• Management of the team with focus on training, performance management and personal development.
• Putting forward proposals for restructuring service delivery.
• Respond to business needs by building flexibility into the service delivery model.
• Ensure any changes to contracts and other service agreements are documented and communicated.
• Ability to write and implement procedures to ensure good customer service.
• Monitor and achieve performance targets for all service activities and reports on volumes processed, speed and reliability.
• Maintain communications with business to identify their current and future needs, and ensure the services provided meet these needs.
• Manage third party suppliers by monitoring service levels, rates and communication.
• Provide Monthly Management information as detailed within SLA/KPI.
• Meet with Vendor representatives as required ensuring services are delivered as agreed.
• Oversee budget control and monitoring and ensure operation costs are in keeping within budget forecast.
• Verify all incoming third party invoices and elevate any discrepancies.
• Actively work to develop and confirm with the Business Continuity Plan.
• Provide Project Management Support as required.
• Ensure staff are motivated and performing to the best of their ability, and commit time to ensuring that sites are suitably managed and staffed.
• Develops flexible, multi-skilled staff, working as a team to ensure there are sufficient resources to cover all jobs at all times.
• Coordinate and undertake staff appraisals as required.
• Ensure that all requests from School are properly recorded and reported.
• Make sure that all PPM planning is up to date

Qualifications and experience

• Diploma in Facility Management and/or previous related experience a distinct advantage.
• Previous experience of generating monthly reports
• Previous experience of managing contractors essential.
• Previous experience in a client orientated profession essential.
• Good understanding of human resource management and full understanding of Facilities related services.
• Previous experience in financial budgeting, management and control techniques.
• Working knowledge of service provision contracts and contract administration procedures