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Overall Purpose of the Job
Operating an efficient administrative function within the remit of facility management services
Main Duties and Responsibilities
- Understand and follow procedures and processes related to administration functions for all facilities activities.
- Ensure consistent compliance with company Health, Safety & Quality policies and procedures.
- Monitor and oversee all Planned Preventative Maintenance (PPM) and Reactive works to ensure contracted services are delivered.
- Prepare weekly and monthly reports on contract and reactive activities.
- Prioritize and manage administrative workflows effectively and efficiently.
- Administer Risk Assessments for contract and reactive works.
- Coordinate with the service center for work closure, outstanding tasks, costs, and PPM scheduling.
- Provide administrative support for ongoing or planned project works.
- Maintain records of issues, approved quotations, billing, invoice approval, and reporting.
- Manage backup paperwork for contract or reactive invoices.
- Handle Work Requests and Purchase Orders from clients and assign them correctly in the in-house system.
- Communicate frequently with contractors, ensuring services are obtained, PPM visits are completed, and records are up-to-date.
- Compile PPM reports for various services.
- Report defects discovered during PPM and suggest resolutions to clients via quotations.
- Maintain accurate records of planned versus actual hours.
- Support Facility Manager with routine queries and ad-hoc duties.
- Act as the first point of contact for key client personnel.
- Take ownership of tasks and escalate as needed for resolution.
- Perform any other related duties as assigned by the Facility Manager.
Qualifications and Experience
- Some experience in a similar facilities role an advantage.
- Previous administration experience essential.
- Leaving Certificate or equivalent.
Working Pattern
Monday to Friday 8 am to 5 pm.
Ref. 13026