Administrative Coordinator About Mitie 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 **** 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 ****.
Mitie have been awarded the IBEC Keep Well Mark in ****, ****, **** and **** for our commitment to employee wellbeing and we have also been named in the Top 100 Employers for Wellbeing in Ireland.
Mitie are the first FM company to achieve the KeepWell mark for employee wellbeing.
We are proud of our diverse workforce and like to recognise our people through various reward and recognition schemes, as well as through learning and development.
We are Mitie, the future of high-performing places.
An overview: The Administrative Coordinator will be responsible for organising, tracking, and executing a diverse range of administrative tasks to support the ICD team and ensure the smooth functioning of operations.
This role includes consumables management, purchase order processing, record keeping, supplier relations, equipment order coordination, team support, and general office administration.
It requires excellent organisational skills, attention to detail, and the ability to effectively liaise with internal teams and external suppliers.
Key Responsibilities: - Manage consumable orders and raise purchase orders (POs) for consumables, safety care products, machinery, and other required items.
- Raise POs for supplier invoicing and ensure accurate processing of orders and payments.
- Source products by obtaining quotes and liaising with consumable suppliers to secure competitive pricing.
- Maintain full management of OneDrive to record and track all work completed by the ICD team on a daily basis.
- Save and organise all dockets on OneDrive to ensure they are accessible and shared with the relevant departments when work is completed.
- Keep accurate records of team training and certifications.
- Generate weekly reports for Superdrug and The Perfume Shop window cleaning progress.
- Create and provide monthly PP reports to the SS Operations Manager.
- Track all PODs (proof of delivery) to ensure invoices are supported for billing purposes.
- Order and coordinate specialised machinery (e.g., MEWP equipment) for unique job requirements.
- Follow up on historical planned preventative maintenance (PPM) and reactive work to ensure closure.
- Liaise with the H S team for obtaining RAMS (risk assessments and method statements) and SARS (substances and chemical data).
- Coordinate weekly meetings with the helpdesk to review open monthly PPMs and reactive works.
- Liaising with the ICD team members and making sure there are no missing dockets ensuring documentation accuracy.
- Provide full cover for the ICD Manager during periods of absence or leave.
- Support billing activities with Finance, including managing and sending monthly KPMG and Davy's dockets.
- Engage in daily interactions with ICD team members to provide administrative support and resolve issues as needed.
- Book equipment services and repairs with suppliers, ensuring timely resolutions.
- Order QR codes when requested to track materials or equipment usage.
- Perform additional administrative and operational tasks as required to support overall business operations.
About you: - Organisational Skills: Ability to multitask, prioritise workload, and maintain accurate records.
- Attention to Detail: Thorough and meticulous when handling documentation, invoicing, and purchase orders.
- Communication Skills: Excellent verbal and written communication for liaising with suppliers, team members, and departments.
- Proactive Problem Solving: Able to independently address and resolve challenges as they arise.
- Technical Competency: Proficient in utilising Microsoft OneDrive, Excel, and other office management software.
- Teamwork: Works collaboratively with team members and assists in ensuring operational success.
- Previous experience in administration or office management roles is essential.
- Familiarity with procurement processes and supplier management.
- Experience in record keeping and generating detailed reports.
- Knowledge of safety care orders and equipment hire processes would be advantageous.
Benefits include: Free Virtual GP Service 22 days Annual Leave Mi Recognition (Thanking employees for a job well done ranging from €25 - €250) Talent Referral Scheme (Earn €100 - €**** for referring a friend to Mitie) Mi Deals (Fantastic savings at high street stores) Long service awards (Ranging from €50-€300) A non-contributory life assurance scheme Personal Retirement Savings Account (PRSA) scheme Employee Assistance Programme (EAP) Save as you Earn Scheme (a risk-free savings plan that allows you to buy Mitie shares at a special discount) Bike2Work Scheme Tax Saver 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.
Mitie is an equal opportunity employer.