About the Company
Aramark Workplace Solutions is currently recruiting for a Facilities Assistant to join our team. Reporting to the Regional Facilities Manager, the successful candidate will support with the facilities management of the Primary Care Centres in the region. Looking after the x3 sites in Coolock, Summerhill & Kilcock. This will be achieved via the practical implementation of the company's management systems and the utilisation of the candidate's knowledge and experience in delivering service excellence.
About the Role
The Facilities Assistant will be responsible for various tasks to ensure the smooth operation of the facilities management at the Primary Care Centres.
Responsibilities
* Daily rounds and reading of all M&E systems to ensure operations.
* Daily inspection of PCC rooms to ensure ready for working day, reporting any issues appropriately.
* Deal with cleaning issues and stock levels.
* Stationary checks, restock stationary on request.
* Carry out weekly stationary requirements and place order & check when received.
* Look after key boxes and issue keys (signing out) when necessary.
* Set up for meetings and rearrange afterwards.
* Support office relocations, moves and office re-layouts.
* Support PPM activities, Energy, Wastes and Cleaning checks across the site.
* Receive large/bulky items on site and move to destination.
* Maintain open office areas in good order.
* Porterage of heavy parcels, equipment and miscellaneous items.
* Ad hoc tasks as requested by the FM Coordinator or Regional Facilities Manager.
* Provide cover to the mailroom as required including receiving and sorting mail, distributing incoming and internal mail.
* Responsible for the overall function of the Facilities Assistant Role within the centre.
* Responsibility for all couriers, mail and postal activity.
* Supervise and co-ordinate third party contractors attending site and inspect works after.
* Maintain visitors/contractors log and report any incidents.
* Carry out emergency procedures in the event of a fire, flood, break in, or accident etc.
* Liaise with client and stakeholder to optimise quality of service.
* Comply with relevant Health & Safety requirements and be familiar with and ensure that fire, health and safety regulations are adhered to in all parts of the building and car park by inspecting, checking signage and advising on defects.
* Ensure the fabric and finish of the overall site is properly maintained and in good condition. Inspect all common areas for any leaks etc and arrange for remedial repairs.
* First responder with regards RealTime FM and reactive tasks within the centre.
* Meeting sub-contractors / processing H&S PTW Documentation.
* Reviewing all monthly PPM's inline with CAFM system requirements.
* Review and update site FM filing system.
* Assist in all day-to-day management and coordination of hard and soft Facilities Management, co-ordination and execution of all operations, for all PCCs in the region.
* Compliance with contractual client requirements including all SLA's and KPI's.
* Ensure all stock, audit and quality checks take place as programmed.
* Provide support to Facilities Co-ordinator as required.
* Participation in the provision of a 24 hour per day 365 days per year emergency on call service as required.
* Developing the competency of themselves and others through a commitment to continuing professional development.
* Assist in the management of quoted works.
* Conduct regular site audits to ensure that the specified standard of work is maintained and all site logs and documentation are kept up to date.
* Ensure the development and potential of all direct reports, to encourage resilience and succession planning within the accounts and the organization, identifying training as necessary.
* Update site technical systems as required, BMS, LMS, CCTV & Door Access system as required.
* Overview of site security supply partner service provision.
Qualifications
* 2 years experience in a similar facilities role.
* Educated to Leaving Certificate Level.
Required Skills
* Excellent communication, interpersonal and organisation skills.
* PC literate basic understanding of PC use, email, system information, documents updating.
* The ability to communicate effectively, both over the telephone and face to face is essential.
* Planning and organisational skills are also required as the role requires balancing many different duties and being able to prioritise.
* Ability to accurately complete tasks assignments & responsibilities in timely manner.
* Experience of working within a fast paced office environment.
* Dependable and flexible, able to work independently as well as part of a team.
* Some experience of working within a busy mailroom department.
* Knowledge of MS office packages, Word, Excel, PowerPoint.
* Experience of working within an office/healthcare environment.
* A basic understanding of good health & safety practices.
* Excellent IT / computer skills, excel, word, CAFM, BMS Systems.
* Proven track record with delivering service excellence.
* Clear understanding of PPM strategies and best practice.
* Previous experience in working with help desk platform system.
* Ability to accurately complete tasks assignments & responsibilities in timely manner/or installation of M&E Services in buildings.
* Support with the ongoing contract out of hours support service (rota).