Facilities Coordinator

Apleona; Dublin; On-site; EUR 35,000 - 55,000; Full time

Job summary

Apleona in Dublin 1 is seeking a proactive Facilities Coordinator to oversee daily facilities operations under contract. You will manage purchase orders, coordinate PPM schedules, liaise with clients and subcontractors, and ensure compliance with Health, Safety & Quality policies.

This role requires strong administration and a client-facing mindset. Working pattern is Monday to Friday, 40 hours per week, with responsibilities including reporting, invoicing support, and maintaining records to

Qualifications

• Excellent communication, problem-solving and customer service skills.
• Results orientated.
• A dynamic approach to achieving continuous improvement.
• Previous experience in a maintenance or facilities role.
• Previous experience in a client facing role.

Responsibilities

• Raise and manage purchase orders for reactive and contract works.
• Compile back-up paperwork for contracts and reactive services.
• Track and update PPM planners to ensure service delivery.
• Arrange client site access for PPM and reactive services.
• Ensure compliance with Health, Safety & Quality policies and procedures.
• Liaise with Technical Service team and subcontractors to ensure timely delivery.

Skills

Communication skills

Customer service

Problem-solving

Organization

Client liaison

Attention to detail

Job description

At Apleona, we are looking for a Facilities Coordinator to join our team based in Dublin 1.

Working Pattern: Monday to Friday, 40 hours per week.

Main duties and responsibilities

• Raise and send purchase orders for all reactive and contract works in line with contract needs.
• Manage the compilation of back-up paperwork for any contract or reactive services.
• Track and update PPM planners to ensure all contract services are being delivered.
• Arrange access to client site for both PPM and reactive services.
• Ensure consistent compliance with company’s Health, Safety & Quality policies and procedures.
• Communicate with client and internal team on all facilities operations under contract, including PPM and reactive works. Provide administrative assistance for any on-going or planned project works.
• Liaise with Technical Service team, scheduling and subcontractors to ensure services are delivered on time and to agreed standards.
• Update client on projects arising from PPM, including sending quotes and back up documentation as well as PPM reports.
• Produce detailed monthly reports based on clients’ requirements.
• Monitor and process supplier invoices on ELO, (internal invoice validation system.)
• Attend and complete any mandatory trainings

Qualifications and experience

• Excellent communication, problem-solving and customer service skills.
• Results orientated.
• A dynamic approach to achieving continuous improvement.
• Previous experience in a maintenance or facilities role.
• Previous experience in a client facing role.