The details for the selected vacancy are shown below.
* Advert Title: Contract Support Coordinator – Dublin, Ireland
Overall Purpose of the Job
Support the Facilities management team in the administrative and commercial function. 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
To deliver agreed levels of Customer Service
* 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.
* Ensure the SLAs and KPIs are understood and monitored regularly.
* Responsible for the ongoing communication with Client and Apleona staff.
* Gather information and support in the collation of data/reports.
* Assistance with the coordination of events as requested.
Finance/Budget Management
* Collate costings from Vendors to assist management team in creation of yearly budgets.
* Ensure financials are up to date on the contract and assist the commercial team in the management of closing work orders out for billing.
* Closing out Work Orders to ensure efficient and effective billing on a monthly basis.
* Managing, reviewing and ensuring the WIP Financials are handled month to month.
* Report on Financials monthly, identifying any overspends for the management team.
* Raise and issue vendor POs/invoices/variations.
Contract Administration
* Ensure service reports are documented, and any recommendations are issued to the relevant owner.
* Assist in coordination of small/project works involving contractors or Apleona personnel.
* Oversee the utilities on several accounts.
* Keep the CAFM system up to date and accurate.
* Perform routine billing of project works.
Other Duties
* Manage Time and Attendance records for self-performance contract staff where requested.
* Holiday/Leave cover for various roles on contracts within portfolio.
* Implement and manage Site Compliance Folders and completion of audits.
* Manage the cover schedule for the mobile personnel.
* Ability to work under pressure to tight deadlines.
* Other duties, responsibilities, and projects may be required for the efficient running of the business.
* Travel may be required to other locations within Ireland.
To ensure compliance with EH&S legislation in line with policy
* Ensure the EH&S Policy and Procedure established for the site are current and kept up to date.
* Take ownership of ensuring RAMS are submitted by Contractors and issued to the relevant owner for review.
* Ensures consistent compliance with companies Health, Safety & Quality policies, and procedures.
* Report incidents where required and communicate to the relevant Dept.
* Obtain the necessary EH&S reports from the EH&S Team are compiled and distributed monthly or as required.
Flexibility and Responsiveness
* Any additional requests/Support from Line Manager.
* 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.
* Strong administrative skills.
* 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.
* Knowledge of CAFM/ticketing systems.
Working Pattern
Shift worker, 40 hours per week, between Monday to Sunday.
Ref. 14417
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