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Accurately and efficiently manage and co-ordinate aspects of various Facilities Management Contracts. The Facilities Coordinator will work closely with an existing team, headed up by a contracts manager, to ensure the smooth running of these contracts. Services include Facilities Management, Hard and Soft Services, staff management, ad hoc projects, and back-office administration (updating CAFM, KPI deliverables, reporting).
Main duties and responsibilities
* Be a hands-on Coordinator assisting staff in executing duties as outlined on PPM and reactive Work Order requests.
* Ensure the timely execution of all Work Orders within the permitted parameters.
* Ensure Key Performance Indicators are being achieved, escalating known issues to the account manager.
* Review and approve sub-contractor invoices and verify works done (reports & dockets).
* Ensure Service Inspections are carried out in detail, documented, and executed in a timely and efficient manner.
* Coordinate all contractors attending site and ensure all relevant documentation is in place prior to work commencement.
* Know and ensure consistent compliance with company Health, Safety & Quality policies and procedures.
* Manage all utilities efficiently, monitor, and document consumption levels.
* Manage stock effectively, maintaining sufficient levels of cleaning chemicals and consumables.
* Maintain high cleaning standards in accordance with company policy.
* Manage the Asset register, ensuring all damaged FF&E is recorded and reported.
* Record and report any accidental or wilful damage promptly.
* Manage Time and Attendance records, approve annual leave requests, manage sick leave, and staff queries.
* Oversee staff training through Human Focus.
* Work effectively under pressure to meet tight deadlines.
* Demonstrate a flexible approach to work.
* Provide accurate monthly reports on staff issues, PPMs, and reactive works.
The ideal candidate
* Excellent interpersonal and communication skills.
* Solution-minded.
* Knowledge of safe working practices and health and safety legislation.
* Ability to work independently.
* Well-organized with strong prioritization skills.
* Flexible, honest, and reliable.
* Highly motivated.
* A team player who exercises initiative in problem-solving.
Qualifications and Experience
* Experience in coordinating Hard and Soft Facilities Services.
* Experience managing people.
* Experience with KPIs and client interactions.
* Qualification in Facilities Management or a relevant business or technical field preferred.
** Please note this role requires Garda Vetting.**
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