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Advert Title: Administrator - Cork, Ireland Advert Text: Overall Purpose of the JobOperating an efficient administrative function within the remit of facility management services.
Main Duties and ResponsibilitiesUnderstand 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 ExperienceSome experience in a similar facilities role is an advantage.Previous administration experience is essential.Leaving Certificate or equivalent.Working PatternMonday to Friday 8 am to 5 pm.
Ref. 13026
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