Facilities Coordinator

Apleona Group; Dublin; Hybrid; EUR 42,000 - 65,000; Full time

Job summary

Apleona seeks a Contract Coordinator in Dublin 15 to efficiently manage and coordinate facilities management contracts, ensuring timely work orders and KPI delivery across the site.

You will lead the validation team, drive CMMS reporting, manage budgets and vendor invoices, and support audits and meetings in a GMP, safety, and environmental compliant environment. Five years’ experience and a facilities management qualification are preferred.

Qualifications

• Minimum 5 years coordinating hard and soft facilities services.
• Experience in managing people and KPIs.
• Qualification in Facilities Management or a suitable qualification in a business or technical field.

Responsibilities

• Coordinate and drive contract delivery across hard and soft facilities services.
• Lead validation of SLA and service delivery with vendors.
• Oversee CMMS KPI reporting and maintenance programs.
• Be hands-on with PPM and reactive work orders execution.
• Review sub-contractor invoices and manage team invoicing across the account.
• Ensure service inspections are carried out and documented.

Skills

People management

Interpersonal communication

Organisation & prioritisation

Education

Facilities Management qualification

Business/technical field qualification

Job description

At Apleona, we are currently looking for a Contract Coordinator to efficiently manage and coordinate various aspects of Facilities Management contracts, based in Dublin 15.

Working Pattern: Mon-Fri - 8:00 to 16:30

Main duties and responsibilities

• Manage the validation team and drive compliance in conjunction with the field engineers.
• Achieve KPI targets on CMMS KPI and complete oversight of statutory preventative maintenance
• Assist with maximising the use of Maximo functionality to match the maintenance program.
• Optimise work tasks, deliver closing of PM/Reactives and other service requirements.
• Schedule/develop/manage regional teamwork order managing validation within Service Delivery SLA Vendors
• Manage Financial Budgets for the monthly, quarterly and adhoc
• Ensure compliance with all regulatory GMP, Safety, and Environmental requirements.
• First point of contact for issues highlighted by vendors/suppliers
• Led the Validation Team and managed reporting for Monthly, Quarterly, and Yearly PM’s
• Running applicable reports in CMMS and pulling documents together for meetings and audits.
• Assist with the collection of data and maintenance job plans for equipment and systems.
• Understand suitable SOPs for on-site across all functions.
• Liaising with the team to ensure that the correct information is captured.
• Running applicable reports in CMMS and pulling documents together for meetings and audits.
• Be a hands-on Contract Coordinator assisting staff in executing duties as outlined on PPM and reactive Work Order requests.
• Ensures the timely execution of all Work Orders, within the permitted parameters.
• Ensure all related Key Performance Indicators are being achieved, escalating known issues to the account manager.
• Review and approve sub-contractor invoices and verify works done (reports & dockets), and manage Team Invoicing across the account
• Ensure Service Inspections are carried out in detail, documented and executed in a timely and efficient manner.
• Co-ordinate all contractors that attend the site and ensure all the relevant documentation is in place prior to the work commencing.
• Knows and ensures consistent compliance with the company’s Health, Safety & Quality policies and procedures.
• Ensures efficient stock management and maintains sufficient levels of cleaning chemicals and consumables for teams.

Qualifications and Experience

• A minimum of 5 years’ experience coordinating Hard and Soft Facilities Services.
• Experience in managing people.
• Experience with KPIs and client interactions
• A qualification in Facilities Management, preferably or a suitable qualification in a business or technical field.
• Excellent interpersonal and communication skills
• Understand safe working practices and health and safety legislation.
• Well-organised and capable of prioritising own work

Ref. 18023