Facilities Coordinator

At Apleona, we are currently looking for a Contract Coordinator to efficiently manage and coordinate various aspects of Facilities Management contracts, based in Dublin 15.

Working Pattern: Mon-Fri - 8:00 to 16:30

Main duties and responsibilities

• Manage the validation team and drive compliance in conjunction with the field engineers.
• Achieve KPI targets on CMMS KPI and complete oversight of statutory preventative maintenance
• Assist with maximising the use of Maximo functionality to match the maintenance program.
• Optimise work tasks, deliver closing of PM/Reactives and other service requirements.
• Schedule/develop/manage regional teamwork order managing validation within Service Delivery SLA Vendors
• Manage Financial Budgets for the monthly, quarterly and adhoc
• Ensure compliance with all regulatory GMP, Safety, and Environmental requirements.
• First point of contact for issues highlighted by vendors/suppliers
• Led the Validation Team and managed reporting for Monthly, Quarterly, and Yearly PM's
• Running applicable reports in CMMS and pulling documents together for meetings and audits.
• Assist with the collection of data and maintenance job plans for equipment and systems.
• Understand suitable SOPs for on-site across all functions.
• Liaising with the team to ensure that the correct information is captured.
• Running applicable reports in CMMS and pulling documents together for meetings and audits.
• Be a hands-on Contract Coordinator assisting staff in executing duties as outlined on PPM and reactive Work Order requests.
• Ensures the timely execution of all Work Orders, within the permitted parameters.
• Ensure all related 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), and manage Team Invoicing across the account
• 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.
• Knows and ensures consistent compliance with the company's Health, Safety & Quality policies and procedures.
• Ensures efficient stock management and maintains sufficient levels of cleaning chemicals and consumables for teams.

Qualifications and Experience

• A minimum of 5 years' experience coordinating Hard and Soft Facilities Services.
• Experience in managing people.
• Experience with KPIs and client interactions
• A qualification in Facilities Management, preferably or a suitable qualification in a business or technical field.
• Excellent interpersonal and communication skills
• Understand safe working practices and health and safety legislation.
• Well-organised and capable of prioritising own work

Ref. 18023