Facilities Coordinator

CBRE; Dublin; On-site; EUR 34,000 - 43,000; Full time

Job summary

CBRE is seeking a Facilities Coordinator to be the first point of contact for visitors and staff, delivering a polished front-of-house experience while supporting facilities operations.

You will manage reception, visitor sign-in, couriers, meeting room setups, and act as Fire Marshal during drills, ensuring safety and smooth event execution. The role requires 2 years of relevant experience and strong customer service skills.

Qualifications

• 2 years of experience in a similar front-of-house/facilities role
• Excellent verbal, and good basic written communication
• Professional, proactive, reliable and customer focused
• Ability to work independently and prioritise tasks in a fast-paced environment

Responsibilities

• Reception & Front-of-House duties, welcoming visitors and staff
• Manage visitor and contractor registration via the visitor management system
• Notify hosts promptly upon guest arrival and sign-in contractors with permits
• Provide escorts as needed and manage sign-in procedures
• Handle incoming/outgoing couriers and postal services
• Support facilities helpdesk tickets and maintain accurate records
• Coordinate soft services (cleaning, maintenance, catering) and meeting room setups
• Coordinate catering requests and ensure proper cleanup post-events
• Monitor consumables, stationery, and copier paper levels
• Issue car park permits and EV charging cards; maintain logs
• Act as AV Super User for meetings and provide technical support
• Perform regular car park checks and maintain standards
• Serve as Fire Marshal: implement fire safety, drills and evacuations
• Support event planning and execution

Skills

Front-of-House

Customer service

Verbal communication

Time management

Teamwork

Organisational skills

Independent worker

Job description

The Facilities Coordinator is the first point of contact for visitors and staff, delivering an exceptional front-of-house experience while supporting facilities operations. This role upholds our client’s brand image through professionalism, efficiency, and outstanding customer service.

Responsibilities

• Reception & Front-of-House
• Provide a welcoming and professional experience for all visitors.
• Manage visitor and contractor registration via the visitor management system.
• Notify hosts promptly upon guest arrival.
• Sign-in contractors, ensure permits are in place, and provide escorts as needed.
• Facilities Support
• Handle incoming/outgoing couriers and postal services efficiently.
• Assist with Facilities helpdesk tickets and maintain accurate records.
• Support procurement activities: sourcing suppliers, obtaining quotes, processing orders.
• Coordinate soft services (cleaning, maintenance, catering) and meeting room setups.
• Manage catering requests and ensure proper cleanup post-events.
• Monitor and replenish consumables, stationery, and copier paper.
• Issue car park permits and EV charging cards; maintain accurate logs
• Act as AV Super User for technical support during meetings.
• Perform regular car park checks and maintain standards.
• Serve as Fire Marshal: implement fire safety procedures, conduct drills, assist in evacuations.
• Support with event planning and execution.

Daily Duties

• Conduct fire safety walks and visual inspections.
• Prepare badges, check deliveries, and manage snack/catering schedules.
• Maintain cleanliness and readiness of meeting rooms and common areas.
• Monitor stock levels for snacks, stationery, and supplies.
• Ensure front-of-house area remains tidy and presentable throughout the day.

Experience

2 years’ experience in a similar role

Aptitudes

• Some financial / accounting experience would be an advantage.
• Professional, proactive, reliable, and customer focused.
• Excellent verbal, and good basic standard of written, communication skills.
• Ability to work independently and prioritize tasks effectively
• Comfortable in a fast-paced environment; flexible and resourceful
• Excellent time management and organisational skills.
• Commitment to continuous improvement and to customer service delivery.
• Ability to work as part of a team, as well as independently.
• Willingness to work outside normal business hours when required.