Neylons is a Facility Management Company providing services all over Ireland. Our growing company prides itself on training and development available to all staff. We offer flexibility, career progression and a competitive start rate.
Job Title: Contract Support Coordinator
Location: Dublin, Ireland
Working Pattern: Shift worker, 40 hours per week, between Monday to Sunday.
Overall Purpose of the Job: Support the Facilities management team in the administrative and commercial functions. Ensure smooth running of various service lines with a total facilities management contract, such as hard services, soft services, staff management, front-of-house services, cleaning, security, and ad-hoc projects. Responsible for the administration of Finance, Reporting, and Presentations.
Main Duties and Responsibilities:
1. To deliver agreed levels of Customer Service:
o Acting as contract support to the Facilities Management/Operations team to ensure the day-to-day facilities operations are delivered in line with the company standards.
o Ensure the SLAs and KPI's are understood and monitored regularly.
o Responsible for the ongoing communication with Client and Apleona staff.
o Gather information and support in the collation of data/reports.
o Assistance with the coordination of events as requested.
2. Finance/Budget Management:
o Collate costing's from Vendors to assist management team in creation of yearly budgets.
o Ensure financials are up to date on the contract and assist the commercial team in the management of closing work orders out for billing.
o Closing out Work Orders to ensure efficient and effective billing on a monthly basis.
o Managing, reviewing and ensuring the WIP Financials are handled month to month.
o Report on Financials monthly, identifying any overspends for the management team.
o Raise and issue vendor PO's/invoices/variations.
3. Contract Administration:
o Ensure service reports are documented, and any recommendations are issued to the relevant owner.
o Assist in coordination of small/project works involving contractors or Apleona personnel.
o Oversee the utilities on several accounts.
o Keep the CAFM system is kept up to date and accurate.
o Perform routine billing of project works.
4. Other Duties:
o Manage Time and Attendance records for self-performance contract staff where requested.
o Holiday/Leave cover for various roles on contracts within portfolio.
o Implement and manage Site Compliance Folders and completion of audits.
o Manage the cover schedule for the mobile personnel.
o Ability to work under pressure to tight deadlines.
o Other duties, responsibilities, and projects may be required for the efficient running of the business.
o Travel may be required to other locations within Ireland.
5. To ensure compliance with EH&S legislation in line with policy:
o Ensure the EH&S Policy and Procedure established for the site are current and kept up to date.
o Take ownership of ensuring RAMS are submitted by Contractors and issued to the relevant owner for review.
o Ensures consistent compliance with companies Health, Safety & Quality policies, and procedures.
o Report incidents where required and communicate to the relevant Dept.
o Obtain the necessary EH&S reports from the EH&S Team are compiled and distributed monthly or as required.
6. Flexibility and Responsiveness:
o Any additional requests/Support from Line Manager.
o Respond to emergencies outside normal working hours.
The Ideal Candidate/Characteristics:
* Analytical and methodical.
* Capability of being able to handle authority and make key decisions in the best interests of the company.
* Excellent interpersonal and communication skills.
* Solution minded.
* Understand safe working practices and health and safety legislation.
* Ability to work as part of a team or self-directed.
* Well-organised and capable of prioritising own work.
* IT Literate with an innovative flair.
* Flexible, honest, and reliable.
Qualifications and Preferable Experience:
* 2+ years in a customer service driven environment in delivering Hard and Soft Facilities Services.
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