Mechanical Technical Services Admin Coordinator
Job ID: 244238
Posted: 24-Oct-2025
Service line: GWS Segment
Role type: Full-time
Areas of Interest: Administrative, Engineering/Maintenance, Facilities Management
Location(s): Dublin - Dublin - Ireland
Hi, we’re CBRE Global Workplace Solutions! We believe our working spaces should allow everyone to feel comfortable, productive and inspired in their working environment. Because when people feel inspired, great things happen. We’re one team at the heart of the workplace providing Facility Services across EMEA for a prestigious global technology client. As we continue to grow, we are searching for unique, passionate, excited, vivacious people to join us in creating that sense of community, who will put the well‑being of others at the forefront.
Purpose of the Role
The Mechanical Technical Service Coordinator is an essential role, primarily responsible for providing advanced logistical, financial and administrative support to the mechanical technical service contract. This position ensures the efficient, compliant, and seamless operation of the contract by expertly managing administrative processes, supporting the technical team, and acting as a key communication link. The coordinator must anticipate and deliver to customer and team needs, contributing directly to the contract’s continued success and growth.
Key Responsibilities
Financial and Administrative Oversight
* Financial Processing: Accurately and timely assisting with the process of acquiring quotations and receipting supplier invoices and ensuring all documentation strictly adheres to client‑specific financial guidelines.
* Billing Management: Daily reviewing and processing of supplier invoices, promptly raising credit notes, and generating all sales invoices with meticulous accuracy, selecting the correct entities, contract IDs, and VAT rates.
* Reporting & Compliance: Maintain WIP (Work in Progress) reports for the Contract Manager, run, review, and resolve issues on unapproved/un‑confirmed PO reports weekly, review the Debt report weekly and assist in escalating aged items, and act as a gatekeeper for finance to ensure compliance by the technical teams.
* Data Integrity: Maintain and update filing, inventory, mailing, and database systems, compiling, sorting, and filing confidential records of business transactions and activities.
* Subcontractor Scorecarding: Keep a detailed record of vendors performance and continuously assess. Ensure all vendors are delivering on KPI and what’s agreed in SLAs. Schedule and chair monthly business review meetings.
* Budget Preparation: Ahead of budget reviews and vendor contract renewals. Gather all vendor information (costs and SLAs) and proceed to line up new competitors for bench marking exercises. Ensure the tracker is up to date so accurate monthly forecast can be produced by the technical service manager.
Technical Team Compliance & Logistics
* Onboarding & Team Records: Assist with the onboarding process for new starters, including administrative setup. Maintain accurate people records for staff changes, contact details, and holiday tracking.
* Compliance Tracking: Proactively track and manage team compliance documentation for essential assets, including PPE, tools, and ladder inspections.
* Inspections: Coordinate and record administrative documentation for plant room inspections.
* Audit: The Mechanical Technical Service Coordinator is the central authority responsible for the planning, execution, and critical documentation of all mechanical service and maintenance activities. This role is crucial for ensuring the operational reliability and regulatory compliance of all mechanical assets, serving as the primary custodian of technical records and documentation, directly supporting internal and external audit requirements and maintaining a state of 100% audit‑readiness at all times.
* CMMS Coordination: Work hand‑in‑hand with the CMMS planner to ensure seamless report keeping and accurate log book system entries, reviewing files and records to obtain necessary information.
* System Knowledge: Become intimately familiar with all site‑specific systems and proactively identify and leverage the appropriate internal and external support channels related to them.
* Supply Chain Management: Manage the supply chain, actively driving them to attend tasks within required SLAs.
* Management Support: Assist the Technical Service Manager with other business‑specific needs and requirements.
* Training Documentation: Maintain records of all technician training, certifications, and compliance with necessary safety protocols (e.g., LOTO procedures) relevant to mechanical maintenance.
* Technical Liaison: Serve as the technical point of contact between field technicians, engineering, and quality assurance teams regarding complex mechanical issues or system failures.
Communication and Problem‑Solving
* Inquiry Resolution: Answer calls and emails in a professional and timely manner. Respond to complex inquiries or complaints from clients, co‑workers, and supervisors, effectively presenting information to internal and external groups.
* Guidance & Interpretation: Understand and interpret instructions, short correspondence, and memos, explaining detailed and complicated information to the team in a clear and concise manner.
* Independent Problem‑Solving: Recognize and solve typical and atypical problems in your own work area, evaluating and selecting solutions from established options without immediate supervisory approval.
* Contract Expertise: Obtain a comprehensive understanding of the contract scope and actively identify and implement innovations to enhance performance.
* Coordinating with other teams: Coordinate the safety aspects of all maintenance work, including reviewing and approving permits, ensuring compliance with the permit‑to‑work system, and collaborating on incident investigation documentation to ensure all activities meet H&S standards for audit trails.
Candidate Specification
Essential Qualifications & Skills
* 2‑3 years of job‑related administrative experience.
* Advanced knowledge of Google products (Word, Sheets, and Slides).
* Strong organizational skills combined with a robust inquisitive mindset.
* Detail‑oriented: Must be highly detail‑conscious, accurate, and methodical in approach, following standardized procedures and practices.
* Problem‑solving: Requires intermediate problem‑solving skills with the capacity to review and select solutions from available options.
* Communication: Excellent verbal and written communication skills with the ability to explain complex information clearly.
* Customer focus: Must demonstrate a strong sense of customer focus and promote team spirit and morale.
* Work ethic: Reliable, able to complete work within required time frames, and capable of managing own deadline requirements with moderate supervision and guidance.
Desirable Experience
* Familiarity with financial and resource management systems such as myBuy, Coupa, PeopleSoft, Si7.
* Previous experience in FM.
* Experience with IWFM.
* Has worked with/in technical teams in the past.
CBRE, Inc. is an Equal Opportunity and Affimative Action Employer (Women/Minorities/Persons with Disabilities/US Veterans)
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