The details for the selected vacancy are shown below.
Overall Purpose of the JobSupport 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 responsibilitiesTo 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 ManagementCollate 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 AdministrationEnsure 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 DutiesManage Time and Attendance records for self-performance contract staff where requested.Holiday/Leave for team may be required from time 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 policyEnsure 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 ResponsivenessAny additional requests/Support from Line Manager.Respond to emergencies outside normal working hours.The ideal candidate/CharacteristicsAnalytical and methodical.Capability of being 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 Experience2+ years in a customer service driven environment in delivering Hard and Soft Facilities Services.Knowledge of CAFM/ticketing systems.Working patternMonday to Friday 09:00 - 17:30, 40 hours per week.
Ref: 13687
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