Hard Services Coordinator

Apleona GmbH; Dublin; Hybrid; EUR 42,000 - 65,000; Full time

Job summary

Apleona Ireland is seeking a Hard Services Coordinator to join our Dublin City site on a Monday to Friday 40 hours per week setup. The role covers coordinating hard and soft facilities, supervising staff, managing budgets, and ensuring SLAs with subcontractors are met.

You will liaise with clients, attend meetings, raise purchase orders, process invoices, and maintain operation trackers. A facilities management qualification is preferred, with first aid and fire warden training desirable.

Qualifications

• Minimum three years’ experience coordinating hard and soft facilities services.
• Proven staff supervision and team leadership experience.
• Knowledge of SLAs, contractor performance, and EH&S compliance.
• Experience with client meetings and representing the facilities team.
• Experience with budget tracking, purchase orders, and invoices.
• Proficient with spreadsheets and trackers for admin and reporting.
• Facilities Management qualification preferred, or relevant business/technical qualification.
• First Aid and Fire Warden training desirable.

Responsibilities

• Coordinate and supervise hard and soft facilities services.
• Manage day-to-day facilities operations including reactive and PPM.
• Monitor budgets and report on site expenditures.
• Liaise with clients and attend meetings as facilities representative.
• Ensure SLAs with subcontractors and monitor performance.
• Oversee reception, portering, catering, waste, and stationery.
• Raise purchase orders and process invoices.
• Maintain operation trackers and asset registers.
• Support site-based projects like space planning.
• Promote EH&S compliance and act as fire warden / first aider when needed.
• Ensure documents and records are auditable.

Skills

Staff supervision

Budget tracking

EH&S compliance

Client liaison

PO processing

Spreadsheet skills

Education

Facilities Management qualification

Business or technical qualification

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.

We look forward to hearing from you!

Ref. 17846