Facilities Coordinator

Apleona GmbH; Ireland; Remote; EUR 42,000 - 64,000; Full time

Job summary

Apleona GmbH in Limerick City is seeking a Facilities Coordinator to join the pharma site team. You will coordinate hard and soft facilities services, manage staff, handle ad-hoc projects, and support CAFM updates and KPI reporting.

Working pattern is Monday to Friday 08:00–16:30. You’ll ensure KPI delivery, supervise subcontractors, review invoices, uphold health and safety, manage assets and stock, and maintain documentation for compliance.

Qualifications

• 3+ years experience coordinating hard and soft facilities services.
• Experience in managing people and teams.
• Proven history achieving KPIs and positive client interactions.
• Qualification in Facilities Management preferred or a suitable business/technical qualification.
• Excellent communication skills.
• Computer literate and proficient in standard software.

Responsibilities

• Coordinate all hard and soft facilities services on site.
• Assist staff in executing duties per PPM and reactive work orders.
• Ensure timely completion of work orders within permitted parameters.
• Monitor KPIs and escalate issues to the account manager when needed.
• Review sub-contractor invoices and verify works performed.
• Ensure health, safety and quality policies are followed.
• Coordinate contractors and ensure documentation is in place before work starts.
• Manage utilities monitoring, stock levels and asset register.
• Maintain accurate documentation and reporting for site contracts.

Skills

Facilities coordination

People management

KPI achievement

Communication skills

Computer literacy

Education

Facilities Management qualification

Business/technical qualification

Tools

CAFMS/CAFM software

Job description

We are looking for a Facilities Coordinator to join the Apleona team at our pharma sites in Limerick City.

Working pattern: Monday to Friday 08:00 -16:30

Overall Purpose of the Job

Accurately and efficiently manage and co-ordinate aspects of various elements of a contract. The Facilities Coordinator will work closely with an existing team, headed up by a manager, to ensure the smooth running of these contracts. Services include Facilities Management, Hard and Soft Services, staff management, ad-hoc projects and back off administration (updating CAFM, KPI deliverables, reporting).

Main duties and Responsibilities

• Be a hands on Coordinator assisting staff in executing duties as outlined on PPM and reactive Work Order requests.
• Timely execution of all Work Orders, within the permitted parameters.
• Ensure Key Performance Indicators are being achieved, escalating known issues to account manager.
• Review and approve sub-contractor invoices and verify works done (reports & dockets).
• Make sure Service Inspections are carried out in detail, documented and executed in a timely and efficient manner.
• Co-ordinate all contractors that attend site and ensure all the relevant documentation is in place prior to the work commencing.
• Knows and ensures consistent compliance with companies Health, Safety & Quality policies and procedures.
• Management of all utilities, monitor and document consumption levels.
• Stock management and maintains sufficient levels.
• Efficient management of the Asset register.

Qualifications and Experience

• 3+ years experience coordinating Hard and Soft Facilities Services.
• Experience in managing people
• Demonstrable history achieving KPIs and positive client interactions
• A qualification in Facilities Management preferably or suitable qualification in a business or technical field, desirable.
• Excellent communications skills
• Computer literate

Ref. 17530