Hard Services Coordinator

Hollybank Trustees Ltd; Dublin; On-site; EUR 42,000 - 60,000; Full time

Job summary

Apleona is recruiting a Hard Services Coordinator to join our team at our site in Dublin City. Hours: Monday to Friday, 40 hours per week. You will manage day-to-day facilities operations, coordinate SLAs with subcontractors, and oversee staff, budgets, and reporting.

The role requires strong client liaison skills, budget oversight, and EH&S compliance. You will engage in inspections, recruit support, and contribute to service improvements on site.

Qualifications

• Minimum three years’ experience coordinating hard and soft facilities services.
• Experience supervising staff and leading teams.
• Knowledge of SLAs, contractor performance, and EH&S compliance.
• Experience with client meetings and representation of facilities team.
• Experience with budgets, PO raising, and invoice processing.
• Proficient in spreadsheets and trackers for reporting.

Responsibilities

• Conduct regular property and facilities inspections for compliance and improvements.
• Manage day-to-day facilities operations, including reactive and PPM.
• Monitor site expenditures and budgets; report variances.
• Coordinate subcontractors and ensure SLAs are in place.
• Oversee reception, portering, catering, waste, and stationery.
• Raise POs and ensure timely invoice processing.
• Supervise on-site staff; conduct appraisals and training.
• Support recruitment, onboarding, and attendance tracking.
• Maintain asset registers, contractor logs, and inventories.
• Provide progress reports to clients and management.

Skills

Facilities coordination

Staff supervision

Budget tracking

EH&S compliance

Client liaison

Education

Facilities Management qualification

Tools

Spreadsheets

Trackers

Job description

At Apleona, we are currently recruiting for a Hard Services Coordinator to join our team at our site based in Dublin City

Working Pattern: Monday to Friday, 40 hours per week

Main Duties and Responsibilities

• Conduct regular property and facilities inspections to ensure compliance and identify areas for improvement.
• Manage day-to-day facilities operations, supporting both reactive and planned preventative maintenance (PPM).
• Monitor and report on site expenditures, ensuring alignment with approved budgets.
• Liaise with clients, attend client meetings, and provide regular operational updates.
• Ensure all subcontractor agreements are in place with clearly defined Service Level Agreements (SLAs).
• Monitor subcontractor performance to ensure consistent service delivery and compliance with health and safety protocols.
• Coordinate and oversee general services such as reception, portering, catering, waste, and stationery.
• Raise and manage purchase orders, ensuring timely and accurate processing of invoices.
• Supervise on-site staff, ensuring compliance with Standard Operating Procedures (SOPs), conducting appraisals, and supporting training and development.
• Manage recruitment support, onboarding, and time and attendance tracking for staff.
• Maintain and update all operational trackers, including asset registers, contractor logs, and consumables inventory.
• Support the delivery and budget control of site-based projects such as space planning or reconfigurations.
• Provide structured and timely reports to clients and internal Apleona management, including progress updates on facilities projects.
• Promote and enforce EH&S compliance, acting as a fire warden and first aid responder where required.
• Ensure that all records related to facilities operations are accurate, well-organized, and auditable.
• Monitor utility usage and stock levels of essential supplies such as cleaning products and consumables.
• Review and approve subcontractor reports, ensuring documentation is submitted/verified before payment.
• Coordinate and verify documentation for all contractors prior to work commencing on site.

Qualifications and Experience

• Minimum three years’ experience in coordinating both hard and soft facilities services.
• Proven experience in staff supervision and team leadership.
• Working knowledge of Service Level Agreements (SLAs), contractor performance, and EH&S compliance.
• Comfortable managing client interactions and attending meetings as a representative of the facilities team.
• Experienced in financial oversight, including budget tracking, raising purchase orders, and processing invoices.
• Proficient in using spreadsheets and trackers for administrative and reporting purposes.
• A qualification in Facilities Management is preferred; alternatively, a qualification in a business or technical field will be considered.
• First Aid and Fire Warden training are desirable.