We are looking for a Retail Services Coordinator to join Apleona team in Dublin area ***Full-time, permanent position*** Overall Purpose of the Job Contracts Coordinator responsible for the administration, financial control, and system management of a multi-site facilities contract.
The role is primarily system-based, with a strong focus on work order management, PPM compliance, reporting, invoicing, and billing accuracy.
This position requires a high level of attention to detail, strong numerical ability, and the ability to manage large volumes of data across client CAFM systems, with minimal direct client interaction.
.
Key Responsibilities Systems Work Order Management Manage client CAFM systems daily, ensuring reactive, remedial, and planned work orders are accurately updated and closed out Monitor and track Planned Preventative Maintenance (PPM) completion to ensure all scheduled works are completed within the reporting month.
Close work orders in line with contractual and system requirements, ensuring full audit trails, notes, and documentation are attached Maintain accurate system notes, status updates, completion reports, and contractor feedback Identify overdue, incomplete, or non-compliant works and follow up internally or with contractors.
Various Ad-hoc duties as required.
Reporting Compliance Run and review monthly reports to confirm PPM completion, reactive close-outs, and contractual compliance Ensure all supporting documentation (service reports, certificates, photos,) is received and uploaded correctly Support monthly client reporting by validating data accuracy and completeness Highlight gaps, trends, or discrepancies in performance data Commercial Billing Support Prepare works for billing by verifying job completion, scope, and cost alignment Raise and manage quotations for remedial and additional works Review contractor invoices to ensure accuracy, correct rates, and valid back-up before approval Support monthly billing cycles, ensuring all chargeable works are captured Maintain strong cost control through accurate system management and financial validation Work closely with management to support contract profitability and financial reporting Support timely and accurate billing in line with contract requirements Contractor Supplier Coordination Liaise with contractors and suppliers via email to chase invoices, service reports, certifications, and supporting documentation Ensure contractors comply with reporting, invoicing, and system requirements Track outstanding paperwork and follow up to meet billing and audit deadlines General Administration Maintain organised digital records across systems and shared drives Support ad-hoc contract administration and reporting as required Ensure all works are fully closed and commercially ready at month-end Out-of-Hours Support Participate in an out-of-hours support rota as required Ensure appropriate escalation and response during out-of-hours incidents Skills Experience Proven experience in Facilities Management, ideally within a retail or multi-site environment Strong knowledge of hard and soft FM service lines Experience using CAFM systems Commercial awareness with experience supporting budgets and billing Excellent organisational, communication, and problem-solving skills Qualifications and Experience Previous experience in a similar facilities role Must possess excellent organisation skills Proven experience managing multi-site commercial or retail contracts.
Excellent interpersonal and communication skills, with a client-focused mindset.
Must possess a dynamic approach to achieving continuous improvement.
Proficient in Microsoft suite.
Personal Attributes Detail-oriented and process-driven Commercially aware with a strong focus on accuracy Reliable, methodical, and deadline-focused Comfortable working in systems for the majority of the day Strong written communication skills (email-based)