Senior Facilities Coordinator

Hollybank Trustees Ltd; Dublin; On-site; EUR 50,000 - 70,000; Full time

Job summary

Apleona is seeking an experienced Senior Facilities Coordinator for our client site in Dublin 15. The role operates Monday to Friday, 8:30 – 16:30, and focuses on leading maintenance, ensuring safety and compliance, and driving service levels on site.

The ideal candidate will have a minimum of three years in facilities leadership, strong stakeholder engagement, and proven ability to manage maintenance technicians and vendors.

Qualifications

• Minimum 3 years in a leadership role in facilities management.
• Ability to interact with all levels and multiple stakeholders.
• Knowledge in hard services fault finding at a competent level.
• Strong judgement, initiative, and ability to work independently.
• Experience leading maintenance technicians and handling vendor management.
• Experience with contracted personnel reporting and follow-through.

Responsibilities

• Manage planned preventative maintenance on all equipment using the CMMS system.
• Ensure H&S compliance of contractors and staff; manage SOW documents.
• Define performance metrics and monitor strategy for groups; update as needed.
• Analyse operational trends at the client site and present data.
• Carry out monthly strategic reviews of financial operations and actions.
• Maintain a Best Practice regime and drive continuous improvements.
• Lead technical and non-technical queries to meet SLAs.
• Deliver monthly and quarterly KPI reports to client and senior management.
• Conduct daily site checks; assist subcontractors; manage work permits.
• Explain SOPs and client procedures to staff; ensure vendor reporting is followed.
• Monitor subcontractors and services; track and resolve facilities requests.
• Provide feedback to stakeholders on issues; support direct reports and wider team.

Skills

Leadership

Stakeholder management

Vendor management

H&S compliance

CMMS / maintenance planning

Data analysis & KPI reporting

Team leadership

Tools

CMMS

Job description

At Apleona, we are seeking an experienced Senior Facilities Coordinator to join our team, based at our client site in Dublin 15.

Working Pattern: Monday to Friday, 8:30 - 16:30

Main duties and responsibilities:

• Management of all planned preventative maintenance on all equipment as per the Plant CMMS system.
• Ensure all contractors and staff are H&S compliant, including managing and creating SOW documents.
• Define performance metrics and monitor performance against the strategy for different groups and revise/update strategies as appropriate for ExM deadlines
• Identify and analyse operational trends impacting the client site and present data
• Complete the monthly strategic review of financial operations and implement subsequent decisions.
• Maintain an internal 'Best Practice' regime and encourage continuous improvements.
• Lead and respond to all technical/non-technical queries to ensure conformance with the relevant SLA's.
• Deliver monthly and quarterly KPI reports for client and senior management.
• Carry out the daily checks on site; assist subcontractors to allow them to carry out their tasks, for example, signing in, work permits under EHS Client guidelines
• Assist in understanding SOPs and client writing procedures
• Understand Vendor Reporting and follow up on actions and responses
• Monitoring of all subcontractors and their associated services
• Ensuring all facilities activities and requests are tracked and resolved in a timely manner.
• Ensure feedback is provided to stakeholders on each issue.
• Manage Direct reports and the wider management team if cover is required is imperative

Qualifications and Experience

• Minimum of three years’ experience in a leadership position in Facilities Management
• Ability to interact with all levels within the organisation and collaborate with multiple stakeholder departments.
• Knowledge in hard services field Fault Finding at a good Competency level
• High degree of judgement, initiative, and ingenuity to work independently is essential.
• Ability to lead Maintenance Technicians is necessary, as is vendor management
• High level of understanding & interaction with contracted personnel/reporting and follow-through for actions and responses
• Excellent organisational skills to work on multiple projects with competing ExM deadlines.
• Excellent customer service and communication skills
• Must appreciate the importance of taking ownership of certain functions as allocated to the role