Facilities Coordinator

We are currently recruiting for a Facilities Coordinator to be based in Ballincollig, Cork

Working Pattern: Monday-Thursday 08:30-17:00, Friday 08:30-16:00

Fixed-Term: 16 Month Contract

Main Duties and Responsibilities

• Management of Facilities team in the provision of services to the site including: Mechanical/electrical, Access Control systems, Housekeeping, Catering, Hospitality, Cleaning and Move Management.
• Assisting with the implementation of Company Health and Safety policy
• Management of external contractors and suppliers to ensure optimal service levels are attained at minimum cost.
• Manage the approval of supplier invoices and ensure these are accurately recharged to business units.
• Management of Cleaning and Catering contracts on a day to day basis to ensure a high standard of service
• Assisting with the development and implementation of Operating Procedures for the Facilities Department.
• Preparation of Monthly Reports on the activities of the Facilities Department for presentation to the client.
• Management of the team with focus on training, performance management and personal development.
• Putting forward proposals for restructuring service delivery.
• Respond to business needs by building flexibility into the service delivery model.
• Ensure any changes to contracts and other service agreements are documented and communicated.
• Ability to write and implement procedures to ensure good customer service.
• Monitor and achieve performance targets for all service activities and reports on volumes processed, speed and reliability.
• Maintain communications with business to identify their current and future needs, and ensure the services provided meet these needs.
• Manage third party suppliers by monitoring service levels, rates and communication.
• Provide Monthly Management information as detailed within SLA/KPI.
• Meet with Vendor representatives as required ensuring services are delivered as agreed.
• Oversee budget control and monitoring and ensure operation costs are in keeping within budget forecast.
• Verify all incoming third party invoices and elevate any discrepancies.
• Actively work to develop and confirm with the Business Continuity Plan.
• Provide Project Management Support as required.
• Ensure staff are motivated and performing to the best of their ability, and commit time to ensuring that sites are suitably managed and staffed.
• Develops flexible, multi-skilled staff, working as a team to ensure there are sufficient resources to cover all jobs at all times.
• Coordinate and undertake staff appraisals as required.
• Ensure that all requests from School are properly recorded and reported.
• Make sure that all PPM planning is up to date

Qualifications and experience

• Diploma in Facility Management and/or previous related experience a distinct advantage.
• Previous experience of generating monthly reports
• Previous experience of managing contractors essential.
• Previous experience in a client orientated profession essential.
• Good understanding of human resource management and full understanding of Facilities related services.
• Previous experience in financial budgeting, management and control techniques.
• Working knowledge of service provision contracts and contract administration procedures