Facilities and Office Services Manager

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