Facilities Coordinator at JLL, Dublin, Ireland

Job Description

Facilities Coordinator

Role Purpose

The Facilities Coordinator supports the day-to-day delivery of Integrated Facilities Management services for the US Bank/Elavon account.

The role is primarily based at Cherrywood, Dublin, with facilities support also provided to City Quay, Dublin and Arklow, Co. Wicklow as operationally required.

The Facilities Coordinator acts as a key point of contact for facilities-related matters and works closely with the Facilities Manager, client stakeholders, contractors, engineers, service providers and the wider JLL account team to ensure a safe, compliant, efficient and well-maintained workplace.

Reporting Line

The Facilities Coordinator reports directly to the Facilities Manager based in Cherrywood.

Location and Site Coverage

The primary place of work is Cherrywood.

The Facilities Coordinator may also be required to provide operational facilities support to City Quay and Arklow, as and when required and coordinated through the Facilities Manager.

Working Hours

The role is based on a 40-hour working week.

The position may also require attendance outside normal working hours to facilitate or supervise contractors carrying out planned, reactive or project works.

Out-of-hours attendance should be arranged in advance where practicable and managed in accordance with the applicable company arrangements.

Key Responsibilities

Coordinate the day-to-day delivery of facilities services, including planned preventative maintenance, reactive maintenance and facilities-related requests.

Manage and monitor work orders through Corrigo, ensuring tasks are correctly assigned, progressed, documented and closed within agreed SLA and KPI requirements.

Coordinate and supervise on-site contractors, subcontractors, service providers and engineers.

Manage contractor inductions, access arrangements, permits to work and relevant health, safety and compliance documentation.

Supervise contractors carrying out approved out-of-hours works where required.

Monitor contractor and service-provider performance and escalate overdue works, recurring faults, service failures or operational risks to the Facilities Manager.

Support site health, safety and environmental compliance, including site inspections, audits, permits and contractor compliance.

Maintain accurate records relating to maintenance activities, statutory inspections, service contracts, compliance documentation and completed works.

Liaise with client stakeholders and site contacts to ensure facilities issues are communicated, recorded and resolved appropriately.

Support workplace activities including office moves, additions and changes, meeting-room requirements and facilities setups.

Manage facilities-related purchase orders and support budget tracking, invoice verification and invoice reconciliation.

Assist with monitoring facilities expenditure and identifying discrepancies or disputed charges.

Escalate significant operational or commercial issues through the appropriate management structure.

Support the onboarding of new vendors and the mobilisation or change of facilities service providers.

Maintain and contribute to monthly and quarterly reporting, including KPI/SLA performance, outstanding works, incident logs, compliance information and spend tracking.

Support the management of building incidents, service interruptions and facilities-related emergencies in accordance with agreed escalation procedures.

Identify opportunities to improve service delivery, operational efficiency, compliance and value for money.

Provide facilities support to City Quay and Arklow where operationally required and agreed with the Facilities Manager.

Key Requirements

• Minimum of two years’ relevant experience in facilities coordination, facilities management, office management, property operations or a comparable support role.

• Experience with CMMS/CAFM systems, with Corrigo experience desirable.

• Good working knowledge of health and safety requirements relevant to commercial workplace environments.

• Experience coordinating contractors, service providers and multiple competing priorities.

• Strong organisational and administrative skills.

• Good problem-solving ability and the ability to follow operational issues through to resolution.

• Commercial awareness, including experience with purchase orders, invoices, budgets and supplier administration.

• Confident communicator with the ability to work effectively with client stakeholders, contractors, engineers and internal teams.

• Proficiency in Microsoft Office, particularly Excel and Outlook.

• Ability to handle confidential, commercially sensitive and client information appropriately.

Desirable

• Experience working within a Managing Agent or Principal FM delivery model.

• Previous experience within a regulated, banking or financial-services environment.

• Relevant facilities-management, health-and-safety or technical qualification.