Facilities Coordinator

Iconic Offices group; Dublin; On-site; EUR 38,000 - 58,000; Full time

Benefits offered by this job

Corporate healthcare scheme

Work from Dublin’s offices

Pension scheme with 5% matching

Additional annual leave benefits

Job summary

Iconic Offices in Dublin is seeking a Facilities Coordinator to manage daily facilities cases, maintain logs in Betsy, and provide proactive coordination across the team and clients.

You will support the Facilities Team with PM/maintenance coordination, reporting, and effective communication to ensure high standards of service across all locations.

Qualifications

• Strong organisational and administrative skills with the ability to manage a high volume of concurrent cases.
• Excellent communication and stakeholder management skills, both written and verbal.
• Ability to manage multiple priorities in a fast-paced environment, without losing attention to detail.
• Attention to detail and focus on compliance, particularly around record-keeping and reporting accuracy.
• Problem-solving mindset with proactive follow-up, rather than a purely reactive approach to issues.

Responsibilities

• Case Management: Manage and assign all incoming cases on Betsy, ensuring each is logged accurately and routed to the correct owner.
• Monitor case progress, follow up with stakeholders, and ensure timely closure in line with agreed service levels.
• Act as a central point of contact for FOH and departments on facilities issues, providing clear updates and managing expectations throughout.

Skills

Organisational skills

Administrative skills

Communication skills

Stakeholder management

IT literacy

Tools

Betsy CRM

MS Office

Job description

Location: On site / Dublin, Ireland
job type: Permanent / Full-time
Sector and subsector: Facilities Management | Facilities Coordinator
Salary: Negotiable salary

About Iconic Offices:

Iconic Offices provides premium workspaces, business networks, and services across Ireland with locations in Dublin.

Founded and headquartered in Dublin, Iconic is home to over 60 staff and 2500 members nationally, ranging from small businesses to non-profit and corporations.

Established in 2013, our mission is to create the best flexible workspace offering in the market with six-star customer service. Iconic is a fun, energetic, and dynamic environment with plenty of room for growth – as we continue to build the best place to create, share, and work with others, there’s a perfect place for you to grow with us.

The Role:

The Facilities Coordinator will be responsible for the day-to‑day administration and coordination of facilities cases logged in Betsy (CRM System), ensuring efficient case management, timely communications, and excellent stakeholder support. This role will act as the first point of contact for case queries and will support the Facilities Team in delivering high‑quality service to both internal teams and clients. The successful candidate will bring structure and consistency to how facilities issues are logged, tracked, and resolved, helping the wider team maintain service standards across all Iconic locations.

Responsibilities & Accountabilities:

Case Management:

• Manage and assign all incoming cases on Betsy, ensuring each is logged accurately and routed to the correct owner.
• Monitor case progress, follow up with stakeholders, and ensure timely closure in line with agreed service levels.
• Act as a central point of contact for FOH and departments on facilities issues, providing clear updates and managing expectations throughout.

Hard Services Coordination

• Coordinate and monitor Planned Preventative Maintenance (PPM) programmes
• across the property portfolio.
• Manage and track reactive maintenance requests, ensuring timely resolution
• and effective communication with stakeholders.
• Assist in the management and monitoring of building systems including:
• HVAC systems
• Electrical systems
• Plumbing and water systems
• Fire detection and alarm systems
• Access control and security systems Lifts and other critical building infrastructure
• Support the scheduling and supervision of maintenance contractors and
• specialist service providers.
• Review maintenance reports and contractor recommendations and elevate
• issues requiring further action.

Stakeholder Communication:

• Support communication between Facilities, FOH, Sales, and Operations teams, ensuring information flows smoothly across departments.
• Escalate urgent issues to the Facilities Manager and relevant team members promptly, with sufficient context to enable fast resolution.

Records, Reporting & Compliance:

• Maintain accurate records, reporting, and compliance tracking across all logged cases.
• Assist with administrative support for PPM (Planned Preventative Maintenance) schedules and project tracking, helping ensure works are documented and progressing on schedule.

Team Support:

• Provide cover during team leave to ensure continuous case management and uninterrupted service delivery.

Key Experience Required:

• Strong organisational and administrative skills, with the ability to manage a high volume of concurrent cases.
• Excellent communication and stakeholder management skills, both written and verbal.
• Ability to manage multiple priorities in a fast‑paced environment, without losing attention to detail.
• Attention to detail and focus on compliance, particularly around record‑keeping and reporting accuracy.
• Problem‑solving mindset with proactive follow‑up, rather than a purely reactive approach to issues.
• Strong IT literacy, including comfort with case management systems (e.g. Betsy or similar CRM), MS Office, and general digital tools.

Benefits of a Career with Iconic Offices:

Our range of benefits are there to provide our team with the tools needed to grow professionally and personally, to feel supported, and ultimately, to love where you work.

Immerse yourself in a vibrant, dynamic, and joyous team atmosphere.

Corporate healthcare scheme.

Work from some of Dublin’s most beautiful and creative offices.

Communal kitchen - fully stocked.

Additional annual leave benefits – such as birthday leave and additional days that come with tenure.

Pension scheme in place with pension matching to 5%.

Expand your skills and career trajectory with our personalised training and professional development offerings

Support to make a social and environmental impact with many various volunteering opportunities throughout the year.

Iconic Offices is an Equal Opportunities Employer:

At Iconic Offices, we are dedicated to building a diverse, inclusive, and equitable workplace. We believe that our strength lies in our differences, and we are committed to providing an environment where everyone is welcomed, respected, and supported. We encourage applicants of all backgrounds, identities, abilities and experiences to apply, as we strive to reflect the communities we serve.