Facilities & Operations Administrator

Canon EMEA; Dublin; On-site; EUR 40,000 - 56,000; Full time

Job summary

Canon EMEA in Ireland seeks an organised Operations Admin with a focus on facilities and business support. You will oversee building maintenance activities, coordinate service delivery with vendors, and ensure safety and ISO compliance while supporting procurement, travel, fleet and reception tasks.

From coordinating contractors and RAMs to assisting with inventory management and audits, you will enable smooth office operations and a high level of customer service across the organisation.

Qualifications

• Experience coordinating office facilities and building maintenance.
• Experience coordinating contractors, permits and RAMs.
• Knowledge of ISO certifications and audit readiness.
• Experience handling reception duties and office governance.
• Familiarity with travel booking, procurement, fleet and sustainability programs.

Responsibilities

• Serve as main point of contact for office queries and coordinate day-to-day operations.
• Coordinate contractors and ensure documentation, permits, RAMs, and service inspections.
• Act as site safety coordinator and participate in emergency readiness.
• Manage fleet administration, vendor relations, toll tags, insurance, and mileage reporting.
• Oversee travel bookings, monitor spend, provide guidance, and update travel records.
• Lead environmental duties including sustainability programs and ISO14001 readiness.
• Support reception tasks, mail, purchases, invoicing, and procurement processes.
• Conduct stock takes and asset management, maintain inventory records.

Skills

Facilities coordination

Office administration

Vendor management

Health & Safety awareness

Travel booking

Job description

Job Description

The successful candidate will oversee building maintenance activities in conjunction with our property management provider, manage issues in a professional and timely manner and ensure compliance with operational, health, safety, and environmental standards. Working closely with internal stakeholders across IT, Finance, Procurement, Payroll, Health & Safety, Sustainability, Travel and Fleet, the role will coordinate service delivery and help ensure business requirements are met across the organisation.

Job Description

The successful candidate will oversee building maintenance activities in conjunction with our property management provider, manage issues in a professional and timely manner and ensure compliance with operational, health, safety, and environmental standards. Working closely with internal stakeholders across IT, Finance, Procurement, Payroll, Health & Safety, Sustainability, Travel and Fleet, the role will coordinate service delivery and help ensure business requirements are met across the organisation. In addition, this position plays an important role in supporting the Business Operations function. Responsibilities include providing administrative support across business processes, assisting with logistics and inventory management activities, and providing general support to the Business Operations Manager to ensure the smooth delivery of operational activities and a high standard of customer service.

Responsibilities

Facilities

• Act as the main point of contact for all office related queries, liaise with Managers and staff and take a hands‑on approach to ensure smooth running of the office day to day.
• Create and maintain a safe working environment for visitors and staff who work within the building by implementing regular inspections and walk throughs of the premises and identifying any potential issues for action.
• Coordinate all contractors that attend site and ensure all the relevant documentation is in place prior to the work commencing including necessary permits and risk assessments (RAMs). Ensure Service Inspections are carried out in detail, documented, and executed in a timely and efficient manner in accordance with the criteria detailed in Facilities Contract Attendance Document and ensures efficient management of all 3 rd party vendors.
• Act as site safety coordinator - knows and ensures consistent compliance with Canon’s Health, Safety policies, and procedures.
• Act as a part of site Emergency team, as required for emergency control activities.
• Co‑ordinate site waste and recycling arrangements.
• Co‑ordinate with Security and report any faults on access entry system where necessary.
• Ensure that all compliance services for the premises take place and are recorded for ISO certification.
• Maintain stock of workplace consumables and manage ordering
• Supporting the onboarding of new employees to Canon including arranging new starter packs, including mobile phone and fob and coordinating delivery of laptop.
• Other general administration duties that may arise from time to time.

Fleet management

• Administration of the car fleet processes with knowledge of company car policy and implementation of same.
• Manage vendor relationships and employee queries
• Coordinating all toll tags, parking tags, insurance and tax disks.
• Reviewing and analysing mileage, odometer and fuel reporting for compliance including calculate BIK for all company vehicle drivers, in line with revenue guidelines.

Travel Booking

• Act as the Travel Champion/Super User for the business in line with the company travel policy.
• Monitor travel spend, trends and reporting.
• Support users with guidance and escalations
• Update travel spreadsheet monthly.

Environment

• Champion for Ireland to ensure any sustainability programs or procedures are implemented.
• Ensuring that the requirements for ISO14001 are in place and of a high standard for auditing purposes.
• Participating in internal and external audits.

Health & Safety

• To be vigilant to any Health and Safety risks and raise concerns with the relevant department.
• Ensuring that site is of a high standard for auditing purposes.
• DSE assessor providing relevant, practical advice and guidance, e.g., on workstation set‑up, posture etc.
• To be a fire warden and first aider for the site.
• Ensure statutory fire testing and associated checks are completed in a timely manner.
• Organise staff training Fire Marshal and First Aid ensuring an appropriate number of certified Fire Marshals and First Aiders.
• Ensuring that any actions or recommendations raised from risk assessments internal or external are completed to a satisfactory conclusion in a timely manner.

Reception

• Answer incoming calls from the reception line.
• Deal with incoming correspondence from clients/customers/staff ensuring the correct department is contacted.
• Monitor reception mailbox responding to all emails within 24 hours.
• Carry out Post Room activities including receipt, sorting, and distributing incoming and outgoing post to and from post collection points.
• Check that printers and photocopiers are supplied with paper and change toner cartridges when required.
• Monitor and maintain stationery levels, ordering stationery as necessary or when requested.
• Deliver goods received to correct destination/person.
• Administer access control cards and keys for visitors, contractors, and staff.
• Allocate company mobile phones.
• Organisation of catering for building when requested including customer visits.
• Receive, record and lodge all cheques for the business
• Raise purchase orders and receipt goods received for payment purposes.
• Ensure all expected invoices are received by Account Payable for timely payment.
• Validation of all invoices received.
• Liaise with AP if there any queries or approvals required.
• Make general purchases for the company in line with the purchasing policy after obtaining the required approval (including Capex spend).
• Monitor cost reporting and related queries.

Procurement

• Raise purchase orders and receipt goods received for payment purposes.
• Ensure all expected invoices are received by Account Payable for timely payment.
• Validation of all invoices received.
• Liaise with AP if there any queries or approvals required.
• Make general purchases for the company in line with the purchasing policy after obtaining the required approval (including Capex spend).
• Monitor cost reporting and related queries.

Asset Management

• Conduct periodic stock takes and ensure inventory records are accurate .
• Validate