Position Title: Facilities Coordinator
Location: Client Site
Reporting to: Contract Manager
Overall Purpose of the Job
Accurately and efficiently manage and coordinate 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 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.
* Coordinate all contractors that attend site and ensure all the relevant documentation is in place prior to the work commencing.
* Knows and ensures consistent compliance with companies 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, staff queries.
* Manage staff training through Human Focus.
* Be an Apleona ambassador.
* Ability to work under pressure to tight deadlines.
* Must demonstrate a flexible approach to work.
* Providing 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 on his/her own.
* Well-organised and capable of prioritising own work.
* Flexible, Honest, and reliable.
* Will be highly motivated.
* Needs to be a clear team player while at the same time exercising their own initiative in problem-solving.
Qualifications and Experience
* Experience coordinating Hard and Soft Facilities Services.
* Experience in managing people.
* Experience with KPIs and client interactions.
* A qualification in Facilities Management preferably or suitable qualification in a business or technical field.
Please note this role will require Garda Vetting.