Workplace Assistant - Dublin 4

The role is based in a busy office environment in Dublin 4. Role Purpose :

• Responsible for the day to day FM service delivery
• Provide support to the team in relation to all FM matters
• Point of contact between Client and vendors
• Administration and management of financial processes
• Actively supports Facilities Manager, deputies in absence Core Responsibilities :
• Supervision and administration of all vendors. Ensure monthly account meetings are booked and followed up with necessary reporting to carry out services in a manner consistent with the clients policies & Client directives
• Coordinating the PPM maintenance calendar and booking in works. Ensure relevant reporting is obtained post visit and sent to all relevant parties
• Reviewing contractor RAMS & completing Inductions, ensuring all paperwork is on file
• Administration of all work orders raised via Famis 360 and ensure jobs are completed and closed by due date.
• Assists in quality assurance / audits to meet / exceed client expectations for operational excellence, process improvement, and enhanced value (weekly walkarounds, cleaning audits, safety audits etc.)
• Assist with the preparation of Meetings and Events, ensuring all catering and refreshments are ordered and in the relevant room on time
• Ensure Meeting Rooms are left tidy and clean for next meeting
• Ensuring office / catering supplies are fully stocked i.e Stationery, Crockery etc
• Responsible for ensuring Front of House is covered at all times inc Lunch / Sickness / Holiday
• Deputies in the Facility Managers absences
• HSSE responsibility on site and utilises software ensuring compliance and certification is in place across the site
• Supports the FM to ensure that new hires have an assigned seat and their desk is ready for use.
• Liaise with Estate Management to ensure building repairs and statutory services are carried out in a manner consistent with client expectations
• Responsibility of raising supplier purchase orders and general procurement. Adhering to process and approval limits in place.
• Support Facilities Manager with budget management
• Provide support to Facilities Manager for other projects as requested
• Undertake any additional duties or responsibilities that are deemed required by the business in supporting the daily operation of the contract. Qualities and Personal Attributes : Competencies Good experience of working within a fast-paced, customer-facing, facilities environment is a requirement for this position, along with exceptional administration and communication skills.
• A minimum of 3 years working in a corporate environment, with reception and FM experience preferred.
• Ability to act calmly to emergencies and problem solve
• Have a flexible work ethic, being prepared to work out of hours when required
• Good communication and interpersonal skills.
• Good organizational and influencing skills.
• Excellent IT literacy skills in MS Outlook, Word & Excel.
• Must be able to work on own initiative with a proactive and flexible attitude
• Ability to multitask and prioritize. The site offers free full canteen (free breakfast / lunch / evening meal) and coffee facilities as an addition to the base salary