Facilities Coordinator

Hollybank Trustees Ltd; Shannon; On-site; EUR 35,000 - 48,000; Full time

Job summary

Hollybank Trustees Ltd. is seeking a Facilities Coordinator based in Shannon, Co. Clare.

The role supports the Facilities department in managing mechanical/electrical systems, cleaning, catering, and move management, with a focus on health and safety compliance. The successful candidate will lead a facilities team, coordinate external contractors, monitor budgets, and prepare monthly reports for the client.

Qualifications

• Minimum 3 years coordinating Hard and Soft Facilities Services.
• Experience in managing people.
• Excellent interpersonal and communication skills.
• Understand safe working practices and health and safety legislation.
• Ability to work on his/her own.
• Well-organised and capable of prioritising own work.

Responsibilities

• Management of Facilities team in the provision of services to the site including: Mechanical/electrical, Access Control systems, Housekeeping, Catering, Hospitality, Cleaning and Move Management.
• Assisting with the implementation of Company Health and Safety policy.
• Management of external contractors and suppliers to ensure optimal service levels are attained.
• Manage the approval of supplier invoices and ensure these are accurately recharged to business units.
• Management of Cleaning and Catering contracts on a day to day basis to ensure a high standard of service.
• Assisting with the development and implementation of Operating Procedures for the Facilities Department.
• Preparation of Monthly Reports on the activities of the Facilities Department for presentation to the client.

Skills

Facilities coordination

People management

Health & Safety

Vendor management

Budgeting

Tools

MS Office

Facility Management Software

Job description

We are currently recruiting for a Facilities Coordinator to be based in Shannon, Co. Clare

Working Pattern: Monday-Thursday 8:00-16:30, Friday 8:00-15:30

***Fixed-Term: 14 Month Contract***

Main Duties and Responsibilities

• Management of Facilities team in the provision of services to the site including: Mechanical/electrical, Access Control systems, Housekeeping, Catering, Hospitality, Cleaning and Move Management.
• Assisting with the implementation of Company Health and Safety policy
• Management of external contractors and suppliers to ensure optimal service levels are attained
• Manage the approval of supplier invoices and ensure these are accurately recharged to business units.
• Management of Cleaning and Catering contracts on a day to day basis to ensure a high standard of service
• Assisting with the development and implementation of Operating Procedures for the Facilities Department.
• Preparation of Monthly Reports on the activities of the Facilities Department for presentation to the client.
• Management of the team with focus on training, performance management and personal development.
• Putting forward proposals for restructuring service delivery.
• Respond to business needs by building flexibility into the service delivery model.
• Ensure any changes to contracts and other service agreements are documented and communicated.
• Ability to write and implement procedures to ensure good customer service.
• Monitor performance targets for all service activities and reports on volumes processed, speed and reliability.
• Maintain communications with business to identify their current and future needs
• Manage third party suppliers by monitoring service levels, rates and communication.
• Provide Monthly Management information as detailed within SLA/KPI.
• Meet with Vendor representatives as required ensuring services are delivered as agreed.
• Oversee budget control and monitoring and ensure operation costs are in keeping within budget forecast.
• Verify all incoming third party invoices and escalation any discrepancies.
• Actively work to develop and confirm with the Business Continuity Plan.
• Provide Project Management Support as required.
• Ensure staff are motivated and performing to the best of their ability and coordinate and undertake staff appraisals as required.
• Ensure that all requests from School are properly recorded and reported.
• Make sure that all PPM planning is up to date

Qualifications and experience

• A minimum of 3 years’ experience coordinating Hard and Soft Facilities Services.
• Experience in managing people.
• Excellent interpersonal and communication skills
• Understand safe working practices and health and safety legislation
• Ability to work on his/her own
• Well-organised and capable of prioritising own work