The role is based in a busy office environment in Dublin 4.
Role Purpose:
* Responsible for the day to day FM service delivery
* Provide support to the team in relation to all FM matters
* Point of contact between Client and vendors
* Administration and management of financial processes
* Actively supports Facilities Manager, deputies in absence
Core Responsibilities:
* Supervision and administration of all vendors. Ensure monthly account meetings are booked and followed up with necessary reporting to carry out services in a manner consistent with the clients policies & Client directives
* Coordinating the PPM maintenance calendar and booking in works. Ensure relevant reporting is obtained post visit and sent to all relevant parties
* Reviewing contractor RAMS & completing Inductions, ensuring all paperwork is on file
* Administration of all work orders raised via Famis 360 and ensure jobs are completed and closed by due date.
* Assists in quality assurance/audits to meet/exceed client expectations for operational excellence, process improvement, and enhanced value (weekly walkarounds, cleaning audits, safety audits etc.)
* Assist with the preparation of Meetings and Events, ensuring all catering and refreshments are ordered and in the relevant room on time
* Ensure Meeting Rooms are left tidy and clean for next meeting
* Ensuring office/catering supplies are fully stocked i.e Stationery, Crockery etc
* Responsible for ensuring Front of House is covered at all times inc Lunch/Sickness/Holiday
* Deputies in the Facility Managers absences
* HSSE responsibility on site and utilises software ensuring compliance and certification is in place across the site
* Supports the FM to ensure that new hires have an assigned seat and their desk is ready for use.
* Liaise with Estate Management to ensure building repairs and statutory services are carried out in a manner consistent with client expectations
* Responsibility of raising supplier purchase orders and general procurement. Adhering to process and approval limits in place.
* Support Facilities Manager with budget management
* Provide support to Facilities Manager for other projects as requested
* Undertake any additional duties or responsibilities that are deemed required by the business in supporting the daily operation of the contract.
Qualities and Personal Attributes:
Competencies
Good experience of working within a fast-paced, customer-facing, facilities environment is a requirement for this position, along with exceptional administration and communication skills.
* A minimum of 3 years working in a corporate environment, with reception and FM experience preferred.
* Ability to act calmly to emergencies and problem solve
* Have a flexible work ethic, being prepared to work out of hours when required
* Good communication and interpersonal skills.
* Good organizational and influencing skills.
* Excellent IT literacy skills in MS Outlook, Word & Excel.
* Must be able to work on own initiative with a proactive and flexible attitude
* Ability to multitask and prioritize.
The site offers free full canteen (free breakfast/lunch/evening meal) and coffee facilities as an addition to the base salary