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