Advert Text
We are looking for a Contract Coordinator to join Apleona team in Dublin area
***Full-time, permanent position***
Main duties and responsibilities
- Manage client CAFM systems daily, ensuring reactive, remedial, and planned work orders are accurately updated and closed out
- Monitor and track Planned Preventative Maintenance (PPM) completion to ensure all scheduled works are completed within the reporting month.
- Close work orders in line with contractual and system requirements, ensuring full audit trails, notes, and documentation are attached
- Maintain accurate system notes, status updates, completion reports, and contractor feedback
- Run and review monthly reports to confirm PPM completion, reactive close-outs, and contractual compliance
- Ensure all supporting documentation (service reports, certificates, photos,) is received and uploaded correctly
- Support monthly client reporting by validating data accuracy and completeness
- Prepare works for billing by verifying job completion, scope, and cost alignment
- Raise and manage quotations for remedial and additional works
- Review contractor invoices to ensure accuracy, correct rates, and valid back-up before approval
- Support monthly billing cycles, ensuring all chargeable works are captured
- Liaise with contractors and suppliers via email to chase invoices, service reports, certifications, and supporting documentation
- Maintain organised digital records across systems and shared drives
- Ensure all works are fully closed and commercially ready at month-end
- Participate in an out-of-hours support rota as required
- Ensure appropriate escalation and response during out-of-hours incidents
- Support ad-hoc contract administration and reporting as required
Qualifications and Experience
- Previous experience in a similar facilities role
- Must possess excellent organisation skills
- Proven experience managing multi-site commercial or retail contracts.
- Excellent interpersonal and communication skills, with a client-focused mindset.
- Must possess a dynamic approach to achieving continuous improvement.
- Proficient in Microsoft suite.
- Experience using CAFM systems
We look forward to hearing from you!
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