Facilities Administrator Job In Kilkenny

Facilities Administrator role requires a highly organized and proactive individual to manage and coordinate various aspects of facilities management contracts.

Key responsibilities include hands-on coordination, work order management, KPI monitoring, invoice approval, service inspections, contractor coordination, health and safety compliance, utility management, stock management, cleaning standards, asset management, staff management, training coordination, and reporting.

Ideal candidate should possess excellent communication and interpersonal skills, problem-solving ability, health and safety knowledge, and ability to work independently and prioritize tasks effectively.

Qualifications and experience include facilities services experience, people management, KPI and client interaction, and educational background in facilities management or a relevant business or technical field.

Additional requirements include Garda vetting and a working pattern of Monday to Thursday from 8 am to 16:30, and Friday from 8 am to 15:30.

Key Responsibilities:

• Hands-On Coordination: Assist staff in executing duties related to Planned Preventive Maintenance (PPM) and reactive work orders.
• Work Order Management: Ensure timely execution of all work orders and escalate any issues to the account manager.
• KPI Monitoring: Ensure Key Performance Indicators (KPIs) are met and report any discrepancies.
• Invoice Approval: Review and approve subcontractor invoices, verifying completed work.
• Service Inspections: Conduct and document detailed service inspections.
• Contractor Coordination: Manage contractor schedules and documentation.
• Health & Safety Compliance: Ensure health, safety, and quality policies compliance.
• Utility Management: Monitor and document utility consumption.
• Stock Management: Maintain sufficient levels of cleaning chemicals and consumables.
• Cleaning Standards: Ensure high cleaning standards are consistently met.
• Asset Management: Maintain the asset register and report any damage.
• Staff Management: Manage time and attendance records, leave requests, and staff queries.
• Training Coordination: Manage staff training through Human Focus.
• Reporting: Provide accurate monthly reports on staff issues, PPMs, and reactive works.

Ideal Candidate:

• Interpersonal Skills: Excellent communication and interpersonal skills.
• Problem Solver: Solution-minded with the ability to work under pressure.
• Health & Safety Knowledge: Understand safe working practices and health and safety legislation.
• Independent Worker: Ability to work independently and prioritize tasks effectively.
• Team Player: A clear team player who can also take initiative in problem-solving.

Qualifications and Experience:

• Facilities Services Experience: Experience coordinating hard and soft facilities services.
• People Management: Proven experience in managing people.
• KPI and Client Interaction: Familiarity with KPIs and client interactions.
• Educational Background: Preferably a qualification in Facilities Management or a relevant business or technical field.

Additional Requirements:

• Garda Vetting: This role requires Garda vetting, which the Client will process.
• Working Pattern: Monday to Thursday from 8 am to 16:30, and Friday from 8 am to 15:30.