Facilities and office services manager

My client in the finance sector is looking to recruit a facilities and office service coordinator.

Key Responsibilities

The role holder will carry out the following duties:

·Assist with all facilities related queries escalated to the Facilities helpdesk within a timely manner.

·Effectively assist with facilities requirements & business projects.

·Actively assist with the effective management of suppliers.

·Support the physical security of the premises and liaise with security companies including security access control and CCTV.

·Maintain a fully compliant Health & Safety programme involving employees at all levels.

·Assist with the resolution for any maintenance and building issue raised.

·Regular building checks (fire safety and health and safety) to ensure no potential risk incidents.

·Support with the cost control in conjunction with the facilities budget.

·Regular building and grounds checks to ensure offices are at a high cleaning standard.

·To assist with a fully compliant Health & Safety programme involving employees at all levels.

·Carry out facilities induction training with all new starters on day 1.

·Lead of Facilities Admin team (receptionist and post admin).

·Assist on cover for Facilities and Maintenance Coordinator when required.

·Cross trained across all roles within Facilities team.

·Maintain Facilities intranet page, ensuring relevant information and useful documentation uploaded.

·Assist with the BMS system to ensure appropriate office environment for employees.

Key Tasks

Provision of Administrative support

·Monitoring and ordering of stationery and office supplies for all offices

·Manage supplier relationships to ensure quality, timely and cost effective service

·Prepare, organise, and manage catering for external meeting, including room set up.

·Assist with Archiving of documentation, ensure destruction of documents required with appropriate approval when destroy date pending.

·Manage Infrastructure and Support/Maintenance Services for all Offices

·Ensure the continuous and cost-effective management of Facilities for USIL.

·Assist with answering requests on the Facilities Helpdesk

·Assist with the design and implementation of the office layout, space planning and equipment requirements for both offices.

·Provide excellent service level and relationship with internal clients

·Oversee USIL’s compliance with Health and Safety standards & regulations

·Ensure continuous review and management of office maintenance items and complete or oversee the requisite tasks

Health and Safety

·Administration of H&S Policy across all USIL sites

·Undertaking Risk Assessments for all USIL sites including DSE assessments and pregnancy risk assessments

·Increase health and safety awareness at all levels within the organisation, including staff, contractors and visitors

·Assist with co-ordination of training and Health & Safety assessments to all staff as appropriate

Internal Controls/Risk Management

·Organise for each supplier entering any USIL office premises to complete confidentiality agreements and provide legal documents to support Health & Safety requirements and ensure they adhere to same

Budget/cost control

·Assist with budget monitoring and control

·Assist with monitoring of contract costs, quotes and incoming invoices to ensure adherence to budget

Office Premises Security & Induction

·Assist with for the management of the office physical security

Key Requirements

The role holder will possess the following distinguishing features:

·Identify business needs and proactively implement ways to increase efficiencies and continuous improvement

·Use initiative to resolve queries and issues

·Display a strong attention to detail

·Display strong problem-solving skills

·Capable of resolving office maintenance issues

·Capable of communicating in a friendly and approachable manner that inspires customer confidence

·High level of confidentiality

·Demonstrates flexible working across all sites

·A minimum of 2-3 years’ relevant experience within Facilities Management

·A minimum 2 years’ relevant experience in Health and Safety

·Business or related third level qualification desirable

·Excellent oral and written communication skills

·PC Skills – Microsoft Office including in Word, Excel and Powerpoint

·Ability to work on own initiative

·Flexibility on work hours and must be willing to travel to Dublin Office

·Full clean driver’s license with personal car access