Job Description
Assistant Facilities Coordinator Contract Duration/Type: Permanent, Part Time Location: Dublin 25 hours per week Duties of the Role include: Reception Duties Generating Requisitions, P.O's, invoice approvals & releasing payments (Ariba & procurement) - Facilities Dept. Only. Budget Input. Office Catering Record Keeping; Archiving; Filing; etc - Facilities Dept. Only Attending Client Meetings with Landlord. Attending Security Meetings. Inventory Management of Office Supplies. Managing Temp receptionist, when required. Sharing information with fellow Office Coordinators. Managing meeting room bookings through centralised system i.e. Outlook Order office supplies Process DHL envelopes Liaise with IT to resolve Dublin Office IT issues Be the Point of Contact for the Facilities Contractor Dealing with on-call issues, which require prompt action via Helpdesk. Scoping, drafting tender documents, tendering, awarding, reviewing safety documentation, work permitting, maintaining a project file, supervising contractors, handovers, etc reference minor projects. Coordinating required contractor activities, ensuring minimum impact to the day to day operations of the office Audit Preparation Maintain information for 'Centre Stone'(corporate seating allocation system). Allocate seating/offices for visiting staff Maintain E.H.S. on site: Evacuation/First aid/Emergencies/Trainer e.g. Manual Handling etc. Manage compliance wire for all staff (E.H.S.) Managing Access Cards. Fire warden training Travel Logistics - Facilities Dept. Only Travel Planning for Visitors from other sites - Facilities Dept. Only Travel Reporting Support - Facilities Dept. Only Meeting Room Management - To be executed through 'Outlook' by Meeting Organiser. Coordinate cleaning Manage parking Any other ad hoc duties Requirements Communication Organisation Computer Skills Here at Veolia, we're proud to be known as an equal opportunities employer. We know how important it is to be fully committed to building and maintaining a diverse and inclusive place to work for every one of our colleagues. If you are an EU/EEA national, you will be asked to show proof of right to work in Ireland. If you are a non-EU/EEA national , you will require current and valid permission to work and reside in the Republic of Ireland. Information on legislation and guides to the procedures in relation to obtaining work permits, is available on the Department of Jobs, Enterprise and Innovation website. Skills: admin assitant coordinator