Technical Services Coordinator - Administrative
Dublin, County Dublin, Ireland
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. The 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
o Financial Processing: Accurately assist with the acquisition and receipting of supplier invoices, ensuring all documentation adheres to client‑specific financial guidelines.
o Billing Management: Review and process supplier invoices daily, raise credit notes, and generate all sales invoices with accurate contract IDs, VAT rates, and entity selection.
o Reporting & Compliance: Maintain and review WIP reports, unapproved/unconfirmed PO reports, and debt reports weekly; act as a gatekeeper for finance compliance.
o Data Integrity: Update filing, inventory, mailing, and database systems, compiling and securely storing confidential records.
o Subcontractor Scorecarding: Record vendor performance, assess KPI compliance, and chair monthly business review meetings.
o Budget Preparation: Gather vendor cost and SLA data ahead of budget reviews and contract renewals; support competitive benchmarking and forecast planning.
* Technical Team Compliance & Logistics
o Onboarding & Team Records: Assist with new starter onboarding and maintain accurate personnel and holiday records.
o Compliance Tracking: Manage compliance documentation for essential assets (PPE, tools, ladder inspections).
o Inspections: Coordinate plant room inspections and related documentation.
o Audit Coordination: Support planning, execution, and documentation of mechanical service and maintenance activities to maintain 100% audit‑readiness.
o CMMS Coordination: Work with the CMMS planner to ensure accurate log book entries and system knowledge.
o Supply Chain Management: Ensure supply chain activities adhere to required SLA’s.
o Management Support: Assist the Technical Service Manager with business‑specific needs.
o Training Documentation: Maintain records of technician training, certifications, and safety protocol compliance (e.g., LOTO).
o Technical Liaison: Serve as the point of contact between field technicians, engineering, and QA teams for complex mechanical issues.
o Communication & Problem‑Solving: Provide timely and professional inquiry resolution, guide interpretation, and execute independent problem solving.
o Contract Expertise: Understand contract scope and implement innovations to enhance performance.
Candidate Specification
Essential Qualifications & Skills
* 2-3 years of job‑related administrative experience.
* Advanced knowledge of Google products (Word, Sheets, Slides).
* Strong organizational skills and a robust inquisitive mindset.
* Detail‑oriented, highly accurate, methodical approach following standardized procedures.
* Intermediate problem‑solving skills, selecting solutions from available options.
* Excellent verbal and written communication skills; ability to explain complex information clearly.
* Strong customer focus, promoting team spirit and morale.
* Reliable work ethic, managing deadlines with moderate supervision.
Desirable Experience
* Familiarity with financial and resource management systems such as myBuy, Coupa, Peoplesoft, Si7.
* Previous experience in FM or with IWFM.
* Experience working with technical teams.
Service Line
GWS Segment
Seniority Level
Entry level
Employment Type
Full-time
Job Function
Information Technology
Equal Employment Opportunity
CBRE is an equal opportunity employer and welcomes diversity in the workplace. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, gender identity, sexual orientation, national origin, age, disability, veteran status, or any other protected characteristic.
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