Advert Text
Overall Purpose of the Job
Support the Facilities management team in the administrative and commercial function.
Ensure smooth running of various service lines with a total facilities management contract
such as hard services, soft services, staff management, front of house services, cleaning,
security and ad-hoc projects. Responsible for the administration of Finance, Reporting and
Presentations.
Main duties and responsibilities
To deliver agreed levels of Customer Service
- Acting as contract support to the Facilities Management/Operations team to ensure
the day-to-day facilities operations are delivered in line with the company standards.
- Ensure the SLAs and KPI’s are understood and monitored regularly.
- Responsible for the ongoing communication with Client and Apleona staff.
- Gather information and support in the collation of data/reports.
- Assistance with the coordination of events as requested.
Finance/Budget Management
- Collate costing’s from Vendors to assist management team in creation of yearly
budgets.
- Ensure financials are up to date on the contract and assist the commercial team in
the management of closing work orders out for billing.
- Closing out Work Orders to ensure efficient and effective billing on a monthly basis.
- Managing, reviewing and ensuring the WIP Financials are handled month to month.
- Report on Financials monthly, identifying any overspends for the management
team.
- Raise and issue vendor PO’s/invoices/variations
Contract Administration
- Ensure service reports are documented, and any recommendations are issued to
the relevant owner.
- Assist in coordination of small/project works involving contractors or Apleona
personnel.
- Oversee the utilities on several accounts.
- Keep the CAFM system is kept up to date and accurate.
- Perform routine billing of project works.
Other Duties
- Manage Time and Attendance records for self-performance contract staff where
requested.
- Holiday/Leave for team may be required from to time and flexibility to do so would
be expected with onsite presence.
- Implement and manage Site Compliance Folders and completion of audits.
- Manage the cover schedule for the mobile personnel.
- Ability to work under pressure to tight deadlines.
- Other duties, responsibilities, and projects may be required for the efficient running
of the business.
- Travel may be required to other locations within Ireland.
To ensure compliance with EH&S legislation in line with policy
- Ensure the EH&S Policy and Procedure established for the site are current and
kept up to date.
- Take ownership of ensuring RAMS are submitted by Contractors and issued to the
relevant owner for review.
- Ensures consistent compliance with companies Health, Safety & Quality policies,
and procedures.
- Report incidents where required and communicate to the relevant Dept.
- Obtain the necessary EH&S reports from the EH&S Team are compiled and
distributed monthly or as required
Flexibility and Responsiveness
- Any additional requests/Support from Line Manager
- Respond to emergencies outside normal working hours
The ideal candidate/Characteristics
- Analytical and methodical.
- Capability of been able to handle authority and make key decisions in the best interests of the company.
- Excellent interpersonal and communication skills
- Solution minded.
- Understand safe working practices and health and safety legislation.
- Ability to work as part of a team or self-directed.
- Well-organised and capable of prioritising own work
- Strong administrative skills
- IT Literate with an innovative flair
- Flexible, honest, and reliable
Qualifications and Preferable Experience
- 2+ years in a customer service driven environment in delivering Hard and Soft Facilities Services.
- Knowledge of CAFM/ticketing systems.
Working pattern
Monday to Friday 09:00 - 17:30, 40 hours per week
Ref: 13687