BASIC PURPOSE:The Fleet & Facilities Co-Ordinator will oversee the maintenance and operations of all physical assets and infrastructure within the organization's fleet & facilities. They will ensure a safe, efficient, and well-functioning environment for employees, clients, and visitors. Responsibilities will include managing a team of maintenance & cleaning staff, coordinating repairs and maintenance schedules, implementing safety protocols, and overseeing fleet & facility improvement projects as well as maintaining all aspects of financial requirements around the fleet & facilities area.
PRINCIPAL ACCOUNTABILITIES:The principal accountabilities of the role will be:Maintenance Management:· Develop and implement maintenance schedules for all fleet & facilities, including HVAC systems, plumbing, electrical, and structural components.· Coordinate with maintenance staff to ensure timely completion of repairs and preventive maintenance tasks.· Conduct regular inspections to identify issues and address them promptly.· Maintain accurate records of maintenance activities and equipment inventory.Team Management:· Supervise cleaning & maintenance staff.· Assign tasks and responsibilities to supplier team members based on skills and workload.· Provide ongoing feedback to ensure high performance and adherence to SLA and safety standards.· Foster a collaborative and positive work environment within the cleaning & maintenance teams.Safety Compliance:· Develop and enforce safety policies and procedures to ensure compliance with regulations and best practices.Budget Management:· Monitor and maintain the facilities budget, including forecasting expenses and monitoring expenditures.· Identify cost-saving opportunities and efficiencies in maintenance operations.· Obtain competitive bids for maintenance services and equipment purchases.· Track expenses and report on budget variances to management.Vendor Management:· Oversee relationships with external vendors, contractors, and service providers.· Negotiate contracts and service agreements to ensure favorable terms and quality services.· Monitor vendor performance and resolve any issues or disputes.· Coordinate with procurement department for purchasing supplies and equipment.Facility Improvement Projects:· Plan and manage small to medium fleet & facility improvement projects, such as renovations, expansions, or upgrades.· Develop project plans, timelines, and budgets.· Coordinate with internal stakeholders and external contractors to ensure projects are completed on time and within budget.· Conduct post-project evaluations to assess outcomes and identify areas for improvement. Works on own initiative with regular advice and guidance from Direct Sales and Multi-Channel Manager
Skills / Qualifications:Key Capabilities· Proven experience in fleet & facilities management or a related field.· Strong knowledge of building systems, codes, and regulations.· Excellent interpersonal skills.· Ability to prioritize tasks and manage multiple tasks simultaneously.· Proficiency in computerized maintenance management systems and other relevant software.· Knowledge of safety standards and regulations.· Strong problem-solving and decision-making abilities.· Excellent communication skills, both verbal and written.· Ability to create, allocate and oversee Financials (Financial experience)Expected years of experience1-3 years· Full and clean driving license · Qualification in Facilities or Fleet Management - Diploma / level 5 min.Expected Educational Qualifications• Leaving Certificate or equivalent