Mobile Receptionist & Facilities Coordinator

Apleona Group; Dublin; Hybrid; EUR 32,000 - 42,000; Full time

Job summary

Apleona is seeking a Facilities Coordinator to join our Dublin City team. The role supports PPM and reactive services, manages purchase orders, and coordinates with clients and subcontractors to ensure timely delivery and compliance with health, safety and quality standards.

You'll compile documentation, prepare monthly client reports, and liaise with the technical service team to optimise service delivery. Monday–Friday, 40 hours per week, based in Dublin City.

Qualifications

• Excellent Microsoft skills.
• Excellent communication, problem-solving and customer service skills.
• Results orientated.
• A dynamic approach to achieving continuous improvement.
• Previous experience in a maintenance or facilities role.
• Previous experience in a client facing role.
• Previous experience using CAFM systems.

Responsibilities

• Raise and send purchase orders for all reactive and contract works in line with contract needs.
• Manage the compilation of back-up paperwork for any contract or reactive services.
• Track and update PPM planners to ensure all contract services are being delivered.
• Arrange access to client site for both PPM and reactive services.
• Ensure consistent compliance with company's Health, Safety & Quality policies and procedures.
• Communicate with client and internal team on all facilities operations under contract, including PPM and reactive works. Provide administrative assistance for any on-going or planned project works.
• Liaise with Technical Service team, scheduling and subcontractors to ensure services are delivered on time and to agreed standards.
• Update client on projects arising from PPM, including sending quotes and back up documentation as well as PPM reports.
• Produce detailed monthly reports based on clients' requirements.
• Monitor and process supplier invoices on ELO, (internal invoice validation system.)
• Attend and complete any mandatory trainings

Skills

Microsoft Office

Communication

Customer service

Problem solving

Client facing

Tools

CAFM systems

Job description

At Apleona, we are looking for Facilities Coordinators to join our team based in Dublin City.

Working Pattern: Monday to Friday, 40 hours per week.

Main duties and responsibilities

• Raise and send purchase orders for all reactive and contract works in line with contract needs.
• Manage the compilation of back-up paperwork for any contract or reactive services.
• Track and update PPM planners to ensure all contract services are being delivered.
• Arrange access to client site for both PPM and reactive services.
• Ensure consistent compliance with company's Health, Safety & Quality policies and procedures.
• Communicate with client and internal team on all facilities operations under contract, including PPM and reactive works. Provide administrative assistance for any on-going or planned project works.
• Liaise with Technical Service team, scheduling and subcontractors to ensure services are delivered on time and to agreed standards.
• Update client on projects arising from PPM, including sending quotes and back up documentation as well as PPM reports.
• Produce detailed monthly reports based on clients' requirements.
• Monitor and process supplier invoices on ELO, (internal invoice validation system.)
• Attend and complete any mandatory trainings

Qualifications and experience

• Excellent Microsoft skills.
• Excellent communication, problem-solving and customer service skills.
• Results orientated.
• A dynamic approach to achieving continuous improvement.
• Previous experience in a maintenance or facilities role.
• Previous experience in a client facing role.
• Previous experience using CAFM systems.

We look forward to hearing from you!

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