Facilities Coordinator

Apleona UK; Cork; Hybrid; EUR 42,000 - 62,000; Full time

Job summary

Apleona UK, based in Ballincollig, Cork, is recruiting a Facilities Coordinator. The role leads the Facilities team delivering mechanical/electrical, housekeeping, catering, hospitality, cleaning and move management on site.

The 16-month fixed-term contract requires strong budgeting, contractor management and data reporting. You will develop procedures, prepare monthly client reports and support staff development while ensuring safety and service quality.

Qualifications

• Diploma in Facility Management or related advantage.
• Experience generating monthly reports.
• People management experience is essential.
• Experience managing contractors is essential.
• Experience in a client orientated profession is essential.
• Understanding of HR and facilities related services.
• Experience in budgeting, management and control techniques.
• Familiarity with service provision contracts and contract administration.

Responsibilities

• Manage the facilities team in delivering services: mechanical/electrical, access control, housekeeping, catering, hospitality, cleaning and move management.
• Assist with implementation of Company Health and Safety policy.
• Oversee external contractors and suppliers to ensure service levels at minimum cost.
• Approve supplier invoices and recharge to business units.
• Manage cleaning and catering contracts on a day-to-day basis to ensure high service standards.
• Develop and implement operating procedures for the Facilities Department.
• Prepare monthly reports on facilities activities for client presentation.
• Lead staff development, performance management and training.
• Propose changes to service delivery and structure as needed.
• Respond to business needs with flexible service delivery models.
• Document changes to contracts and service agreements.
• Write and implement procedures to ensure customer service quality.
• Monitor performance targets and report on volumes, speed, and reliability.
• Maintain communication with the business to meet current and future needs.
• Manage third party suppliers regarding service levels, rates and communication.
• Provide monthly management information as per SLA/KPI.
• Meet Vendor representatives as required to ensure delivery.
• Oversee budget control and monitor operation costs within budget.
• Verify incoming invoices and resolve discrepancies.
• Contribute to Business Continuity Plan development.
• Provide project management support as required.
• Motivate staff and ensure sites are properly staffed and managed.
• Develop flexible, multi-skilled staff and ensure coverage for all jobs.
• Coordinate and undertake staff appraisals as required.
• Record and report all School requests properly.
• Ensure PPM planning is up to date.

Skills

People management

Budgeting

Vendor management

Contract administration

Reporting

Education

Diploma in Facility Management

Job description

The details for the selected vacancy are shown below.

• Advert Text

  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

  ***16 month Fixed-Term 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 verify 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 people management experience essential.
  • 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

  We look forward to hearing from you.

  Ref. 17697