Facilities and Fleet Coordinator Job Description
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This role is responsible for coordinating and executing planned preventative maintenance activities across office and common areas, as well as managing operational and capital expenditure budgets. The Facilities and Fleet Coordinator will also assist in maintaining accurate and up-to-date reports, quotes, and schedules, while contributing to the development of new processes to improve team performance and efficiency.
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Responsibilities:
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1. Support the coordination and execution of planned preventative maintenance activities;
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2. Manage operational and capital expenditure budgets related to planned preventative maintenance;
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3. Assist in maintaining accurate and up-to-date reports, quotes, and schedules;
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4. Contribute to the development of new processes to improve team performance and efficiency;
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5. Oversee the day-to-day operations of the company's vehicle fleet across Ireland and the UK, ensuring optimal performance and compliance;
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6. Plan and optimize vehicle usage to maximize efficiency and cost-effectiveness;
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7. Manage fleet dispatching and scheduling to meet business demands in a timely and organized manner;
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8. Support the onboarding process for new drivers by ensuring all necessary documentation is completed and driving licenses are verified;
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9. Conduct and maintain records of annual driving license checks for all authorized drivers;
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10. Monitor and report on key performance indicators (KPIs) including fuel efficiency, electricity usage, and maintenance costs;
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11. Identify and implement cost-saving measures and operational improvements across the fleet;
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12. Schedule and track regular vehicle servicing, inspections, and repairs to ensure safety, reliability, and compliance;
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13. Liaise with external partners such as garages, leasing agencies, and insurance providers to coordinate vehicle-related services;
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14. Generate regular reports on fleet utilization, performance metrics, driver compliance, and maintenance schedules;
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15. Submit monthly reports to the Sustainability Manager on energy usage, and to the Finance Department on electricity usage per driver;
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16. Ensure compliance with transportation, health and safety, and environmental regulations;
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17. Investigate vehicle accidents or incidents, documenting findings and recommending corrective actions as necessary;
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18. Essential Attributes:
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* Highly organized, self-motivated, with excellent communication skills, attention to detail, and a positive approach;
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* Self-starter with the ability to work on own initiative;
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* Ability to work to deadlines;
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* Flexible and adaptable;
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* Customer focused, diplomatic, tactful, discreet, confidential, and approachable;
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* Ability to review processes, look for improvements, and solve problems;
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* Business-minded, change-oriented, and proactive;
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* Integrator and dependable team player who can inspire collaboration;
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* Qualifications/Experience:
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o Ideal 3-4 years' previous exposure working in a facilities environment;
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o HVAC knowledge would be beneficial;
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o SAP experience would be an advantage;
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o Experience of working to SLAs and KPIs;
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o Experience of working with contractors and suppliers and monitoring their service standards;
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Why this role?
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This role offers the opportunity to work in a dynamic and fast-paced environment, where no two days are the same. As a Facilities and Fleet Coordinator, you will have the chance to make a real impact on the success of the organization, while developing your skills and expertise in facilities management and fleet coordination.
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What we offer:
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We offer a competitive salary and benefits package, as well as opportunities for career growth and professional development. We are committed to providing a supportive and inclusive work environment, where everyone has the opportunity to thrive.
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