Facilities Coordinator

MITIE Facilities Management; Dublin; On-site; EUR 35,000 - 45,000; Full time

Job summary

A leading facilities management company in Dublin is looking for a Facilities Coordinator to oversee maintenance activities, ensure compliance, and manage schedules effectively. The ideal candidate will have 2-4 years of relevant experience, strong organization skills, and a positive attitude. Responsibilities include scheduling maintenance, tracking work orders in the Maximo system, and coordinating efforts with subcontractors. This role offers various benefits including an annual leave purchase scheme and a free virtual GP service.

Benefits

Annual leave purchase scheme

Free virtual GP service

Access to Employee Assistance Programme

Talent Referral Scheme

Qualifications

• 2-4 years experience in a technical FM business including reactive, PPM operations, compliance, and H&S Management.
• Excellent PC knowledge required.
• Familiarity with CAFM systems and scheduling tools essential.

Responsibilities

• Manage and maintain the Reactive & PPM schedule based on asset types and legal requirements.
• Assign and track maintenance work orders in Maximo.
• Ensure statutory and regulatory maintenance is performed on time.

Skills

Technical FM operations

MS Office Suite

CAFM systems

Strong organization skills

Attention to detail

Job description

About Mitie

Mitie Ireland is a leading facilities management, consultancy, and professional services company. We offer a range of specialist services including technical services, security, cleaning, industrial cleaning, energy and sustainability, and professional consultancy. Our breadth and depth of services and expertise mean that we can help to increase efficiencies, reduce costs, increase sustainability, and improve performance for our clients.

We work with a wide range of private and public clients to create great work environments. At the 2025 Facilities Management Awards, our outstanding work was recognised with awards for ‘Client and Service Provider’, ‘Best People Development’ and ‘Excellence in Health & Safety’. Mitie Ireland also won Facilities Management Company of the Year at the recent Chambers Ireland in Business Awards 2024.

Mitie has been awarded the IBEC Keep Well Mark in 2025 for our commitment to employee wellbeing and we have also been named in the Top 100 Employers for Wellbeing in Ireland. Mitie were the first FM company to achieve the KeepWell mark for employee wellbeing. We are proud of our diverse workforce and recognise our people through a number of reward and recognition schemes, as well as through our learning and tailored personal development.

We are Mitie, the future of high‑performing places.

Role overview

Facilities Coordinator plays a critical role in ensuring that maintenance activities are scheduled, tracked, and completed to prevent breakdowns and ensure compliance with safety and operational standards.

PPM Scheduling & Planning

• Manage and maintain the Reactive & PPM schedule based on asset types, manufacturer guidelines, and legal requirements through Maximo System.
• Coordinate maintenance cycles (weekly, monthly, quarterly, annually). System will generate the upcoming tasks on the 15th of the previous month.
• Schedule works to minimize disruption to operations. Schedule via Maximo system and email to subcontractor and through Click for self-delivery.

Work Order Management

• Assign reactive and planned maintenance work orders in Maximo. Schedule through email to subcontractor and click for self-delivery.
• Track job progress and completion status.
• Ensure subcontractors/in‑house team are assigned based on skillset per Service Desk Manual on SharePoint.
• When the calendar indicates the subcontractor will be onsite, chase via email first time and if no response chase via phone call, ensuring remedial review and documentation before month end.
• For self‑delivery, download generated remedial ticket list from customer assignment on Maximo, review with tech supervisors and generate work orders for approved remedials.
• For contractor, send remedial tracker each month and ensure returned with PPM dockets; review with Hard Service Manager, generate work orders/quotes for approved remedials.
• Set up monthly contractor catch‑up meeting with contractor Mitie Hard Services Manager to discuss outstanding and upcoming jobs.

Asset & Equipment Management

• Maintain a detailed, up‑to‑date asset register. Replace, decommission, or add new assets as needed.
• Review which assets are linked to PPM tasks and ensure each asset has the correct maintenance frequency.
• Monitor critical asset condition and raise concerns via maintenance reports and remedial works. Escalate to Hard Service Manager.

Vendor & Contractor Coordination

• Create and manage a shared calendar of PPM scheduled once booked for the following month. Share with client monthly.
• Review contractor RAMS and report to H&S.
• Manage sign‑in/out process for subcontractors working in tandem with Mitie H&S.
• Schedule via Maximo system and email to subcontractor schedule visits and ensure access.
• Ensure tasks are completed to agreed standards and within SLA. When calendar indicates subcontractor will be onsite, chase via email first time and if no response chase via phone call to review for remedials and close prior to month end.
• Obtain service reports, job cards, and certifications on client SharePoint & Maximo.

Compliance & Documentation

• Ensure statutory and regulatory maintenance (e.g., fire alarms, lifts, HVAC) is performed on time. Chase subcontractor and refer to sign‑in logs and calendar schedule.
• Maintain proper documentation for audits (e.g., certificates, permits, reports). Load all as customer‑visible on Maximo.

System Updates & Data Entry

• Use Maximo/Mosaic.
• Log notes indicating schedule provided by subcontractor and supervisors (self‑delivery).
• Update completed works.
• Attach compliance certificates and reports.
• Create mitigation list where required and review with Service Desk Supervisor and Contract Manager prior to action.
• Maintain historical records for all completed PPMs in client SharePoint.

Monitoring & Reporting

• Generate regular reports on PPM tracker updates.
• Monitor PPMs that return through end of day from Mi‑jobs and reschedule on Click.
• Monitor contractor performance, delays in response to emails and calls, and elevate to Hard Services Manager.
• Identify trends and recommend improvements to the PPM plan by reviewing mitigation and access issues.

Communication & Coordination

• Communicate maintenance schedules to relevant departments, clients and H&S advisor.
• Provide advance notice of potential disruptions (e.g., system shutdowns for inspection).
• Respond to internal queries regarding PPM tasks and statuses.
• Carry out weekly building site walks and report defects, H&S issues identified.

Cover for Supervisor and Helpdesk Management

• Provide cross‑cover for all helpdesk roles including the supervisor and management team.

About you

• 2‑4 years experience in a technical FM business including reactive, PPM operations, compliance, and H&S Management – a distinct advantage.
• Excellent PC knowledge – MS Office Suite required.
• Familiarity with CAFM systems and scheduling tools required.
• Strong accuracy and attention to detail.
• Logical thinking.
• Strong organisation and administration skills.
• Enthusiastic with a positive “can do” approach.
• Reliable & flexible.
• Customer & people‑focused.
• Calm nature – even temperament.
• Team player who enjoys collaborating with people.
• Ability to interact and communicate as appropriate with colleagues, engineers, contractors, performance managers and third‑party suppliers.

Company benefits

• Annual leave purchase scheme (buy up to 5 extra days of annual leave per year).
• Free virtual GP service.
• Access to our Employee Assistance Programme (EAP).
• Mi Recognition (Thanking employees for a job well done ranging from €25 - €250).
• Talent Referral Scheme (Earn €100 - €3000 for referring a friend to Mitie).
• Long service awards (Ranging from €50-€300).
• Mi Deals (Fantastic savings at high street stores).A non‑contributory life assurance scheme.
• Bike2Work Scheme.
• Tax Saver Scheme.
• Learning & development (access to 200 courses on our L&D platform).

Mitie is an equal opportunity employer.

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