Soft Services Co-Ordinator

Mitie; Dublin; On-site; EUR 36,000 - 45,000; Full time

Benefits offered by this job

22 days annual leave

Virtual GP service

Employee Assistance Programme (EAP)

Mi Recognition

Referral scheme

Long service awards

Mi Deals

Life assurance

Learning & development

Job summary

Mitie Ireland is seeking a Soft Services Co-Ordinator to manage day-to-day soft services across a large site portfolio in the Republic of Ireland. You will act as the main liaison between clients, suppliers and internal teams, handling quotations, purchase orders and service delivery from start to finish.

The role emphasizes strong communication, cost awareness and adherence to client processes, with responsibilities spanning reporting, access control and performance reviews to ensure high

Qualifications

• Experience in facilities management, contract support, administration, or a similar coordination role.
• Experience managing client and supplier relationships.
• Strong organisational, communication and administrative skills.
• Proficient in Microsoft Office applications.
• Experience working within a facilities management environment.
• Knowledge of purchase order, quotation and contractor management processes.

Responsibilities

• Coordinate and oversee soft services operations across approximately 180 client sites throughout the Republic of Ireland.
• Act as the primary point of contact between clients, suppliers, helpdesk teams and internal stakeholders, ensuring effective communication and issue resolution.
• Review, process and manage supplier quotations, ensuring they are accurately submitted for client approval.
• Monitor and track service requests from quotation stage through to completion, ensuring works are delivered within agreed timescales and service levels.
• Manage client queries, supplier requests and service escalations, investigating issues and driving resolutions where required.
• Raise and manage purchase orders for both planned and reactive works, ensuring costs align with approved quotations and budgets.
• Monitor expenditure, maintain accurate financial records and support cost control across the contract.
• Prepare and distribute reports, progress updates and service information to clients and internal stakeholders.
• Facilitate meetings and calls with clients, suppliers and operational teams to review performance, progress and ongoing requirements.
• Manage contractor and supplier access requests through the client Visitor System, ensuring compliance with security and site access procedures.
• Maintain accurate records of supplier personnel, processing new access requests and removing inactive users as required.
• Support the successful delivery of soft services by identifying operational improvements and ensuring high standards of customer service and compliance.

Skills

Communication

Stakeholder management

Organisational skills

Problem solving

Time management

Customer-focused approach

Tools

Microsoft Office

Job description

Location: On site / Dublin, Ireland
job type: Permanent / Full-time
Sector and subsector: Business Support | Administration
Salary: Negotiable salary

Mitie Ireland is a leading facilities management, consultancy and professional services company. We offer a range of specialist services including technical services, security, cleaning, industrial cleaning, energy and sustainability, and professional consultancy. Our breadth and depth of services and expertise means that we can help to increase efficiencies, reduce costs, increase sustainability, and improve performance for our clients.

We work with a wide range of private and public clients to create great work environments. At the 2025 Facilities Management Awards, our outstanding work was recognised with awards for ‘Client and Service Provider’, ‘Best People Development’ and ‘Excellence in Health & Safety’. Mitie Ireland also won Facilities Management Company of the Year at the recent Chambers Ireland in Business Awards 2024.

Mitie have been awarded the IBEC Keep Well Mark in 2021, 2022, 2023, 2024 and 2025 for our commitment to employee wellbeing and we have also been named in the Top 100 Employers for Wellbeing in Ireland. Mitie were the first FM company to achieve the Keep Well mark for employee wellbeing. We are proud of our diverse workforce and recognise our people through several reward and recognition schemes, as well as through our learning and tailored personal development.

We are Mitie, the future of high-performing places.

About the Role:

The Soft Services Co-Ordinator is responsible for the day-to-day management, coordination, and administration of soft services across approximately a number of locations for one contract throughout the Republic of Ireland. Acting as the primary liaison between clients, suppliers and internal operational teams, the role ensures service requests are managed efficiently from quotation stage through to completion and payment.

The position oversees supplier performance, cost control, work order progression, client communications, purchase order management, reporting, and access administration. The role plays a key part in maintaining high service standards, resolving operational issues, and ensuring compliance with client processes and site access requirements.

Key Responsibilities:

• o Coordinate and oversee soft services operations across approximately 180 client sites throughout the Republic of Ireland.
• o Act as the primary point of contact between clients, suppliers, helpdesk teams and internal stakeholders, ensuring effective communication and issue resolution.
• o Review, process and manage supplier quotations, ensuring they are accurately submitted for client approval.
• o Monitor and track service requests from quotation stage through to completion, ensuring works are delivered within agreed timescales and service levels.
• o Manage client queries, supplier requests and service escalations, investigating issues and driving resolutions where required.
• o Raise and manage purchase orders for both planned and reactive works, ensuring costs align with approved quotations and budgets.
• o Monitor expenditure, maintain accurate financial records and support cost control across the contract.
• o Prepare and distribute reports, progress updates and service information to clients and internal stakeholders.
• o Facilitate meetings and calls with clients, suppliers and operational teams to review performance, progress and ongoing requirements.
• o Manage contractor and supplier access requests through the client Visitor System, ensuring compliance with security and site access procedures.
• o Maintain accurate records of supplier personnel, processing new access requests and removing inactive users as required.
• o Support the successful delivery of soft services by identifying operational improvements and ensuring high standards of customer service and compliance.

About You:

Key Skills and Competencies

• o Strong communication and stakeholder management skills, with the ability to build effective relationships with clients, suppliers and internal teams.
• o Excellent organisational and time management skills, with the ability to manage multiple priorities across a large site portfolio.
• o Strong problem-solving and decision-making abilities, with experience handling service issues and escalations.
• o Financial awareness, including experience managing quotations, purchase orders and cost tracking.
• o High level of accuracy and attention to detail in administration, reporting and record management.
• o Proficient in Microsoft Office applications, particularly Excel, Outlook, Word and Teams.
• o Customer-focused approach with a commitment to service excellence and continuous improvement.

Qualifications & Experience

• o Experience in facilities management, contract support, administration, or a similar coordination role.
• o Experience managing client and supplier relationships.
• o Strong organisational, communication and administrative skills.
• o Proficient in Microsoft Office applications.
• o Experience working within a facilities management environment.
• o Knowledge of purchase order, quotation and contractor management processes.

This role offers the opportunity to contribute to a fast-paced environment where accuracy, efficiency, and reliability are crucial to operational success

Benefits include:

• 22 days annual leave.
• Annual leave purchase scheme (buy up to 5 extra days of annual leave per year).
• Free virtual GP service for staff and their families.
• Access to our Employee Assistance Programme (EAP).
• Mi Recognition (Thanking employees for a job well done ranging from €25 - €250).
• Talent Referral Scheme (Earn €100 - €3000 for referring a friend to Mitie).
• Long service awards (Ranging from €50-€300).
• Mi Deals (Fantastic % discount savings at high street stores such as Primark, TK Maxx, and others).
• A non-contributory life assurance scheme.
• Learning & development (access to 200 courses on our L&D platform).

This job description is intended to give the post holder an appreciation of the role envisaged for this position and the range of duties undertaken. It does not attempt to detail every activity, and should be utilised as a general guide, detailing the minimum requirements and responsibilities of the position. Specific tasks and objectives will be agreed with the post holder following the appraisal process and on an as and when required basis throughout the post holder's period of employment.