FACILITIES COORDINATOR

Location: Dublin, Ireland

An exciting opportunity has arisen for a motivated Facilities Coordinator to join a dynamic  team. 

Dublin offers a unique blend of thriving professional opportunities, cultural richness, and a high quality of life, making it a standout destination to live and work.

ROLE PURPOSE

The Facilities Coordinator is responsible for supporting the smooth daily operation of building services, including vendor oversight, financial processes, maintenance coordination, health and safety, and administrative tasks. This individual acts as a critical link between internal teams, service providers, and on-site staff, ensuring all services are delivered to a high standard.

KEY RESPONSIBILITIES

Client & Stakeholder Management

• Provide high-quality customer service to meet and exceed client expectations.

• Act as a point of contact for all facilities-related concerns and requests.

Procurement & Vendor Management

• Assist in managing site contractors to ensure performance meets required standards.

• Support the procurement of services, supplies, and maintenance as needed.

Finance Management

• Assist with purchase order creation, tracking, and processing.

• Ensure financial processes are completed accurately and in a timely manner.

• Manage vendor invoicing and good receipting to support finance reporting.

Health & Safety Management

• Conduct regular audits and inspections to ensure compliance with safety standards.

• Assist in implementing safety procedures and emergency protocols when necessary.

Site Operations Management

• Support site inspections to maintain operational standards and service quality.

• Maintain facility cleanliness, readiness, and functionality at all times.

• Contribute to cost-saving initiatives and continuous improvement measures.

Risk & Compliance

• Support the delivery of property risk management strategies and continuity planning.

• Follow escalation procedures and adhere to compliance standards.

• Contribute to the achievement of agreed service levels and key performance indicators.

IDEAL CANDIDATE PROFILE

Experience & Technical Skills

• Background in facilities, property, or hospitality management (preferred).

• Knowledge of purchase order and invoice management (experience with systems like SAP or JDE is beneficial).

• Strong MS Excel and Outlook proficiency.

• Familiarity with M&E systems, CRAC, BMS, fire and HVAC systems is advantageous.

• Experience in an administrative role with a high level of attention to detail.

Key Attributes

• Confident, self-motivated, and energetic.

• Excellent verbal and written communication skills.

• Strong organisational skills with the ability to multitask effectively.

• Able to remain calm and productive under pressure.

• A team player with a flexible, proactive approach to problem-solving.

CRITICAL COMPETENCIES FOR SUCCESS

• Collaboration – Works well with colleagues and stakeholders to meet shared goals.

• Client Focus – Demonstrates a strong commitment to delivering outstanding service.

• Execution Excellence – Takes pride in getting things right the first time.

• Adaptability – Thrives in a fast-paced, evolving environment.

• Project & Time Management – Able to manage multiple tasks and meet deadlines consistently.