Full details of the job.
Vacancy Name: Vacancy No
Vacancy No: VN418
Location Country: Ireland
Work Location: The successful role holder will join the Facilities and Office Services team and will support across office locations in Ireland – Navan and Dublin.
Key Responsibilities:
* Assist with all facilities related queries escalated to the Facilities helpdesk within a timely manner.
* Effectively assist with facilities requirements & business projects.
* Actively assist with the effective management of suppliers.
* Support the physical security of the premises and liaise with security companies including security access control and CCTV.
* Maintain a fully compliant Health & Safety programme involving employees at all levels.
* Assist with the resolution for any maintenance and building issue raised.
* Regular building checks (fire safety and health and safety) to ensure no potential risk incidents.
* Support with the cost control in conjunction with the facilities budget.
* Regular building and grounds checks to ensure offices are at a high cleaning standard.
* Carry out facilities induction training with all new starters on day 1.
* Lead of Facilities Admin team (receptionist and post admin).
* Assist on cover for Facilities and Maintenance Coordinator when required.
* Cross trained across all roles within Facilities team.
* Maintain Facilities intranet page, ensuring relevant information and useful documentation uploaded.
* Assist with the BMS system to ensure appropriate office environment for employees.
Key Tasks:
Provision of Administrative support:
* Monitoring and ordering of stationery and office supplies for all offices.
* Manage supplier relationships to ensure quality, timely and cost effective service.
* Prepare, organise, and manage catering for external meetings, including room set up.
* Assist with archiving of documentation, ensuring destruction of documents required with appropriate approval when destroy date pending.
Manage Infrastructure and Support/Maintenance Services for all Offices:
* Ensure the continuous and cost-effective management of Facilities for USIL.
* Assist with answering requests on the Facilities Helpdesk.
* Assist with the design and implementation of the office layout, space planning and equipment requirements for both offices.
* Provide excellent service level and relationship with internal clients.
* Oversee USIL’s compliance with Health and Safety standards & regulations.
* Ensure continuous review and management of office maintenance items and complete or oversee the requisite tasks.
Health and Safety:
* Administration of H&S Policy across all USIL sites.
* Undertaking Risk Assessments for all USIL sites including DSE assessments and pregnancy risk assessments.
* Increase health and safety awareness at all levels within the organisation, including staff, contractors and visitors.
* Assist with co-ordination of training and Health & Safety assessments to all staff as appropriate.
Internal Controls/Risk Management:
* Organise for each supplier entering any USIL office premises to complete confidentiality agreements and provide legal documents to support Health & Safety requirements and ensure they adhere to same.
Budget/cost control:
* Assist with budget monitoring and control.
* Assist with monitoring of contract costs, quotes and incoming invoices to ensure adherence to budget.
Office Premises Security & Induction:
* Assist with the management of the office physical security.
Key Requirements:
* Identify business needs and proactively implement ways to increase efficiencies and continuous improvement.
* Use initiative to resolve queries and issues.
* Display a strong attention to detail.
* Display strong problem-solving skills.
* Capable of resolving office maintenance issues.
* Capable of communicating in a friendly and approachable manner that inspires customer confidence.
* High level of confidentiality.
* Demonstrates flexible working across all sites.
* A minimum of 2-3 years’ relevant experience within Facilities Management.
* A minimum of 2 years’ relevant experience in Health and Safety.
* Business or related third level qualification desirable.
* Excellent oral and written communication skills.
* PC Skills – Microsoft Office including in Word, Excel and PowerPoint.
* Ability to work on own initiative.
* Flexibility on work hours and must be willing to travel to Dublin Office.
* Full clean driver’s license with personal car access.
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