Facilities Coordinator

Title: Facilities Technical Lead

Location: Dublin 2

Duration: Permanent

Salary: Competitive Salary + Excellent Benefits Package & Clear Career Progression

Company: Market leading Investment & Development Firm in Irelands Property Industry

Our Client:

Our client is a market leader in Investing and Developing commercial properties. Their entire portfolio is situated in Dublin. Utilizing their expertise and familiarity with the Dublin property market, they undertake renovations of existing buildings or initiate new developments, aiming to increase their revenue through proactive asset management. Additionally, they place a strong emphasis on ESG (Environment, Social, and Governance) excellence.

The Role:

The Facilities Technical Lead is sought to manage the portfolio in Dublin which comprises six buildings totalling over 400k square feet of office space. The office buildings within the area include several structures.

Working as part of the team led by the General Manager (GM), the Technical Facilities Lead will be responsible for the accurate and efficient management and coordination of all aspects of the technical facilities management contracts within the portfolio. This encompasses overseeing ad-hoc projects and handling back-office administration tasks such as KPI deliverables and reporting.

Key Responsibilities:

• To provide daily supervision and management of a team of subcontractors with responsibility for the service and maintenance of mechanical/HVAC/Electrical systems and services and building fabric including carpentry and flooring.
• Take full responsibility for asset care strategy, annual PPM program, order planning and scheduling, reactive/corrective task management, and project works associated with the delivery of exceptional technical services.
• Planning and scheduling of all reactive and maintenance tasks through our Enterprise Level Technology System on a weekly basis. Hold weekly planning meetings with the contract team to match resources (people, contractors, materials & equipment) and task activities in an efficient and structured manner to drive productivity and customer satisfaction.
• Communicate daily with both team and customer to ensure work packages are managed efficiently and effectively, and in line with KPI’s, maximising the productivity and efficiency of the delivery service.
• Respond to emergency breakdowns of all electrical and mechanical plant.
• Escalating any technical submissions where required to the WMQ GM for review.
• Review and approve contractor invoices and verify works are completed.
• Ensure service inspections are carried out in detail, documented, and executed in a timely and efficient manner.
• Manage an enterprise level technology solution for all facilities management services (EHS, compliance,
• maintenance, reactive, soft services requests, quotations, invoicing, vendor control, training, etc.)
• Working as part of the team, deliver best in class service and maintenance, planned and reactive Asset Care,
• customer centric task co-ordination, and schedule management.
• Assisting GM with financial budget preparation across the WMQ.
• Provide maintenance support, data entry, equipment records updates, and performance reports along with implementation of continuous improvement across the FM function.
• Ensure that ISO management policies & procedures are met.
• Ensure that all service and maintenance service tasks are delivered on time, and on budget in a compliant manner.
• Ensure that all statutory record keeping is up to date and accurate.
• Support the General Manager with day-to-day management of facilities services as required.
• Support the General Manager in tenant interaction and Estate Management issues where necessary.
• Deputise for the General Manager as required.

Key Requirements:

• Minimum of 4 years’ experience in mechanical/HVAC/electrical technical services and contractor management.
• Exceptional communication and interpersonal skills, fostering productive working relationships.
• Strong organizational abilities, adept at multitasking and prioritizing tasks under time constraints.
• Proactive problem-solving capabilities with a continuous improvement mindset.
• Demonstrated experience in adhering to safe working practices and knowledge of health and safety legislation. Professional, courteous, composed, and efficient in approach.
• Self-motivated, possessing strong communication skills, determination, professionalism, and exceptional organizational skills.
• Customer-focused, committed to delivering exceptional service to meet and exceed customer expectations.
• Team player: Actively contributes to fostering a positive team environment, demonstrating flexibility.
• Attention to detail: Ensures accurate and thorough execution of work, paying meticulous attention to detail.
• Proficient in producing clearly written reports and presenting to diverse stakeholder groups in a clear and concise manner.
• Proficiency in IT/MS Office skills.
• A tertiary qualification is advantageous but not essential.