Facilities Administrator

Facilities Administrator

At Apleona, we are always on the lookout for talented and dynamic individuals to join our team. We are currently searching for a Facilities Administrator at our site in Dublin 15.

Shift Pattern Monday to Friday 08:30 - 17:00

Main duties and responsibilities

• Submitting reports and preparing presentations, and conducting general research.
• Taking inventory and replacing office supplies when necessary.
• Creating and updating databases for various forms of data, including personnel and financial information.
• Taking minutes in meetings and sending actions to owners.
• General Filing and office upkeep, and GRNI Regular Review.
• Maintaining the training matrix and organising training for existing and new employees. Taking messages and redirecting calls as required.
• Raising access requests and accompanying visitors on site, and raising urgent POs and tracking to completion.
• Helpdesk cover when required and Mail room cover if required (holiday or sickness).
• Coordination and scheduling of the maintenance tasks for the mobile team and specialist contractors for planned and reactive works.
• Input facilities related data on the Apleona and client CAFM systems regularly to comply with KPIs. Ensure compliance with other non CAFM KPIs also within the area of responsibility.
• Providing timely reports to the Client & Apleona management that will ensure they are updated on all reactive/projects being conducted on site.
• Raising POs, approving invoices, and providing administrative support to the management team.
• Assist in maintaining auditable records for all in house and outsourced PPM/reactive activities and ensure all documents are filed in an orderly fashion / reflected on the CAFM system.
• Performs any a/hook duties / reasonable requests as assigned by management.

Flexible Qualifications and experience

• A minimum of 2 years of experience in a similar position.
• Excellent administration skills, Microsoft Office.
• Flexibility and adaptability.
• Ability to work well as part of a larger team.

We look forward to your application.

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