Facilities Coordinator

Brightwater Recruitment; Dublin; On-site; EUR 45,000 - 55,000; Full time

Job summary

Brightwater Recruitment is seeking a proactive Facilities Coordinator for a temporary onsite role in Dublin 4. The role is to be the primary point of contact for clients and visitors, ensuring a welcoming and professional environment while supporting office operations.

Key duties include managing office setup, vendor relationships, courier and mail, inventory, catering, meeting room scheduling, and general admin support.

Qualifications

• Minimum 2 years of experience in a facilities coordination role.
• Experience within a professional services or similar industry.
• Ability to manage a busy workload with discretion and professionalism.

Responsibilities

• Oversee the setup of the new office space to be fully operational.
• Manage relationships with contractors and vendors (cleaners, maintenance, security).
• Coordinate inbound and outbound courier services and mail.
• Manage inventory and weekly kitchen stock and ad hoc office supplies.
• Maintain office amenities (kitchen, stationery, bathrooms) and order as needed.
• Arrange catering for internal meetings and corporate events.
• Maintain office logs and assist with building access procedures.
• Disseminate key information to staff via internal channels (e.g., Teams).
• Greet visitors professionally and manage meeting room scheduling and AV setups.

Skills

Facilities coordination

Office management

Vendor management

Customer service

Tools

Microsoft Office

Job description

Temporary Opportunity starting ASAP - Dublin 4 - Fully Onsite - Annual salary range of €45,000 - €55,000 - Must have minimum 2 years experience in facilities coordination focused role in a professional services or similar industry

We are seeking a highly professional and proactive individual to join our client's professional services team as a Facilities Coordinator. This essential role will be responsible for serving as the primary point of contact for the company, ensuring welcoming experience for all clients and visitors. The ideal candidate will be articulate with exceptional poise and the ability to manage a diverse range of responsibilities while maintaining a high standard of excellence in all tasks.

Key Responsibilities:

Facilities & Office Management

• Help oversee the setup of the new office space, ensuring it is fully operational and meets all company needs.
• Manage relationships with contractors and vendors, including cleaners, maintenance teams and security services, to ensure high service standards.
• Coordinate all inbound and outbound courier services and mail.
• Manage inventory and order weekly kitchen stock and other ad hoc office supplies as needed.
• Ensure the office kitchen, stationery cupboard and bathrooms are consistently maintained in a tidy and well-stocked condition.
• Arrange catering services for internal meetings and corporate events.
• Maintain all office logs, including those for couriers and staff access passes and assist with issuing and revoking building access.
• Disseminate key office information to staff via internal communication channels, such as Microsoft Teams.

Reception & Client Experience

• Greet all visitors with a professional and welcoming demeanour, offering refreshments and ensuring their comfort.
• Proactively manage the scheduling and use of all meeting rooms, including setting up presentations and video conferencing technology.

Administrative & Team Support

• Provide comprehensive administrative support to the broader team as required.
• Undertake a variety of administrative projects and ad hoc tasks.

Qualifications & Experience

• At least 2 years of experience in a facilities coordination role - can be a dual position.
• Experience in a professional services or similar industry.
• Proven ability to thrive in a fast-paced environment and effectively prioritise a busy workload.
• A collaborative and adaptable team player with a strong sense of initiative.
• Exceptional interpersonal skills with the ability to communicate professionally and effectively, both orally and in writing, across all levels of the organisation.
• A welcoming and professional presence with a positive and proactive disposition.
• Capable of maintaining strict discretion and confidentiality when handling sensitive information.
• Strong organisational skills, attention to detail and a problem-solving mindset.
• Proficient in Microsoft Office applications.

Competitive annual salary of around €45,000-€55,000, pro-rated.

Additional Information:

This role does not meet the criteria for a Critical Skills permit.