Location: Limerick City & County Council
Reporting to: Contract Manager
Overall Purpose of the Job: Accurately and efficiently manage and co-ordinate aspects of various Facilities Management Contracts. The Facilities Coordinator will work closely with an existing team, headed up by a contracts manager, to ensure the smooth running of these contracts. Services include Facilities Management, Hard and Soft Services, staff management, ad-hoc projects, and back office administration (updating CAFM, KPI deliverables, reporting).
Main Duties and Responsibilities:
* Be a hands-on Coordinator assisting staff in executing duties as outlined on PPM and reactive Work Order requests.
* Ensure the timely execution of all Work Orders, within the permitted parameters.
* Ensure Key Performance Indicators are being achieved, escalating known issues to the account manager.
* Review and approve sub-contractor invoices and verify works done (reports & dockets).
* Ensure Service Inspections are carried out in detail, documented, and executed in a timely and efficient manner.
* Co-ordinate all contractors that attend the site and ensure all the relevant documentation is in place prior to the work commencing.
* Ensure consistent compliance with the company's Health, Safety & Quality policies and procedures.
* Ensure efficient management of all utilities, monitor, and document consumption levels.
* Ensure efficient stock management and maintain sufficient levels of cleaning chemicals and consumables.
* Ensure high standards of cleaning are maintained at all times in accordance with the company cleaning policy.
* Ensure efficient management of the Asset register, ensuring all damaged FF&E is recorded and reported.
* Ensure any accidental and wilful damage is recorded and reported promptly.
* Manage Time and Attendance records, manage and sign off on Annual leave requests, manage sick leave, and staff queries.
* Manage staff training through Human Focus.
* Ability to work under pressure to tight deadlines.
* Must demonstrate a flexible approach to work.
* Provide accurate monthly reports on staff issues, PPM’s, and reactive works on a monthly basis.
The Ideal Candidate:
* Excellent interpersonal and communication skills.
* Solution-minded.
* Understand safe working practices and health and safety legislation.
* Ability to work independently.
* Well-organised and capable of prioritising own work.
* Flexible, honest, and reliable.
* Highly motivated.
* A clear team player while exercising initiative in problem solving.
Qualifications and Experience:
* A minimum of 3 years' experience coordinating Hard and Soft Facilities Services.
* Experience in managing people.
* Experience with KPIs and client interactions.
* A qualification in Facilities Management or a suitable qualification in a business or technical field.
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