About the Business
FLEXÉIR are part of the Flexim Group. Flexim Group is an international Facilities management company with a Global
HQ based in Switzerland. Operating worldwide, with 21 offices in 14 countries and over 600 employees.
The company is a successful provider of facility management services to both Irish and multinational companies. Our focus is on organisations that are keen to change and implement best practice. We currently provide our services to a broad range of sectors including Aviation, Education, Financial, Pharmaceutical, Retail, Manufacturing and Medical organisations.
Since the company's formation we have grown each year due to our strong customer service, technical competence and a commitment to deliver the highest standards of facilities management to our clients. FLEXÉIR's high level of client retention is testament to our quality of our service.
We are recognised as an established and capable provider with a clear focus on good management, technical experience and commitment to providing added value to all our clients.
Your Role
As administrator you will play a crucial part in our planned preventative maintenance team.
You will coordinate and provide administrative support for the technical services team, prepare reports, and minutes, engage with third-party suppliers for quotations and maintenance schedules, liaise with clients where required, prepare PowerPoint presentations, and assist finance with month-end billing information via our FM CAFM system, assist in organising project planning with the FM Managers, coordinate and provide support with bid submissions, new contract mobilisations, support other Business Functions (HR), Management as required—taking data from excel workbooks, updating CAFM master scheduler information. Work closely with FM Operations, HR, Finance and Business.
Skills & Competencies
* Strong knowledge of Microsoft Office, Excel- able to provide Pivot Tables of Data analysis, PowerPoint, Prepare Presentation Slides from input from FM Managers, Word- Report Preparation and formatting.
* Experience in an admin support role, ideally in facilities or services admin role
* Good communicator, written and verbal skills
* Excellent telephone manner and interpersonal skills to support clients, suppliers and staff
* Embraces collaboration and adapts to change and fast-paced industry.
* Demonstrate an ability to multi-task and ability to solve problems
* This is a responsible and demanding position requiring excellent organisational skills and a solid ability to coordinate technical staff and contractors.
* Experience of working with CMMS / CAFM systems -preferrable
* Service coordination of multi-disciplined mobile staff and contractors over multiple sites.
* Flexible to support as business requires across all functions.
Key Responsibilities
* Familiar with ERP Finance Systems
* Raise Purchase Orders
* Excellent Telephone skills to proactively manage Supplier invoices and quotations to support client invoicing requirements
* Schedule planned works across all customer sites
* Respond to reactive requests from customers and schedule staff / contractors accordingly
* Advise customers of upcoming service works
* Compile service reports, upload to CMMS ( FM software ) and issue to customers
* Assist FM Operations to Monitor and manage contract performance against SLAs and KPIs
* Assist FM Operations to manage reactive works for multiple minor contracts
* Assist FM Operations to issue quotations for reactive / minor project works
* Sign off & approve supplier invoices for payment
* Assist FM Operations to manage client relationship contracts
* Interact with customers in a knowledgeable, confident, and professional manner
* Assist with mobilising new contracts and manage site set up
* Work within health and safety rules & guidelines, and quality control and environmental procedures
* Identify and implement innovations that will improve service delivery
* Work with and support FM Operation Managers
* Attend and contribute to weekly planning & Scheduling meeting as required
* Prepare and Provide quotations for works ,
* Mark up work orders using agreed Commercial rates
* Drive Suppliers to provide full back up of information for invoices, manage suppliers to meet standards .
* Sourcing & Requesting PO's for completed works in a timely fashion
* Uploading POs to work orders
* Sending on FLEXÉIR & contractors PPM service reports
* Assisting FM in Approval of invoices from contractors on MCG and NetSuite
* Assisting FM invoicing
* Assisting FM in Providing customer progress reports, monthly written reports & attending monthly meetings & recording minutes
* Assisting FM in Assign & schedule works for techs on Planning Meetings
Job Type: Permanent
Pay: €27,500.00-€30,000.00 per year
Benefits:
* On-site parking
Ability to commute/relocate:
* Shannon, CO. Clare: reliably commute or plan to relocate before starting work (required)
Education:
* Advanced/Higher Certificate (preferred)
Experience:
* Working experience in an admin support role: 3 years (preferred)
Language:
* English (required)
Work authorisation:
* Ireland (required)
Work Location: In person