The Facilities Coordinator plays a key role in ensuring the smooth operation, safety, and upkeep of our physical workspaces. This position involves managing maintenance, cleaning, health & safety, inventory, and vendor relationships, while serving as a central point of contact for facility-related matters.
Location: Sandyford, Dublin 18
Hours: 9 am to 5.30 pm
This is a hybrid role, working a minimum 3 days in the office.
Responsibilities
Maintenance & Repairs
* Coordinate and schedule routine maintenance for building systems (HVAC, plumbing, electrical, etc.).
* Respond promptly to urgent maintenance requests and emergencies.
* Liaise with contractors and vendors for repairs and installations.
* Monitor and manage work orders, ensuring timely completion.
* Maintain accurate records of maintenance activities.
* Conduct regular facility inspections to identify potential issues and safety hazards.
Cleaning & Sanitation
* Oversee and coordinate cleaning schedules and procedures.
* Ensure compliance with sanitation and hygiene standards.
* Manage relationships with cleaning contractors and service providers.
Safety & Security
* Act as the Health & Safety Officer
* Coordinate essential health & safety training courses.
* Enforce and monitor adherence to safety regulations and protocols.
* Participate in emergency preparedness planning and response.
* Ensure proper maintenance of fire safety equipment and security systems.
Inventory & Procurement
* Manage inventory of facility supplies and equipment.
* Procure necessary items in a timely and cost-effective manner.
* Track and maintain records of inventory levels.
Vendor Management
* Liaise with vendors and contractors for facility services.
* Negotiate contracts and manage vendor relationships.
* Ensure timely and accurate payment of invoices.
Communication & Coordination
* Serve as the point of contact for facility-related issues and inquiries.
* Communicate effectively with employees, management, and external partners.
* Provide regular updates to management on facility status and concerns.
Other Duties
* Assist with planning and execution of facility-related events and projects (e.g., temporary branch closures due to refurbishment).
* Support the Facilities Manager with additional duties as required.
Key Competencies & Skills
* Previous experience in an administrative / coordinator role
* Strong organizational and communication skills.
* Ability to manage multiple tasks and prioritize effectively.
* Proficiency in RPS and Microsoft Excel.
* Self-starter with a collaborative, people-focused approach.
* Effective problem-solving and troubleshooting abilities.
Desirable Skills
* Familiarity with Sherry FitzGerald branch operations.
* Working knowledge of health and safety regulations.
* Basic understanding of building systems and equipment.