Facilities & Office Operations Coordinator

Facilities & Office Operations Coordinator

This is a highly visible role that works across all departments, coordinating essential services, managing key supplier relationships and continually seeking opportunities to improve our working environment and support the ongoing growth of the business.

• Coordinate day-to-day facilities queries from employees and building tenants.
• Liaise with contractors and service providers to ensure maintenance and repairs are completed promptly.
• Coordinate planned preventative maintenance and monitor contractor performance.
• Maintain meeting rooms, reception, kitchens and communal areas to a high standard.
• Manage office supplies and workplace resources.
• Administer employee access cards, keys, gate fobs and visitor passes.
• Support Health & Safety administration and visitor management.
• Identify opportunities to improve the office environment and operational efficiency.

Fleet Administration

• Maintain records for the company fleet.
• Coordinate servicing, maintenance, NCT/CVRT, tax and insurance renewals.
• Administer fuel cards and toll tags.
• Liaise with leasing companies, garages and suppliers.
• Coordinate vehicle handovers, returns and replacement vehicles.
• Monitor fleet compliance and issue renewal reminders.

Reception & Visitor Experience

• Provide a professional welcome to visitors, customers and suppliers.
• Answer and direct incoming telephone calls.
• Process incoming and outgoing post and courier deliveries.
• Maintain a welcoming and professional reception environment.

Employee App Administration

• Maintain user access for new starters and leavers.
• Upload approved company news, policies and key communications.
• Liaise with App Champions and the system provider where required.

Business Support

• Provide administrative support for office operations as required.
• Assist with meeting logistics and occasional travel arrangements.
• Recommend practical improvements to facilities, office operations and service delivery.
• Support projects that enhance the working environment and employee experience.

Role Snapshot

Department

Operations

Experience

Mid-Level

Type

Full-time

Location

Dublin

Your Areas of Knowledge & Expertise Skills & Experience

• Experience in office coordination, facilities or administration, fleet management.
• Excellent organisational and communication skills.
• Strong customer service focus.
• Ability to prioritise and work independently.
• Proficient in Microsoft Office.

Key Performance Measures

• Facilities issues coordinated and resolved within agreed timescales.
• Fleet servicing and compliance maintained.
• Professional visitor and reception experience.
• Accurate employee app administration.
• Well-maintained office environment.

Personal Attributes

• Professional, approachable and proactive.
• Highly organised with excellent attention to detail.
• Positive, reliable and solutions focused.
• Strong relationship-building skills.

Jenny Dowd

Group Recruitment Business Partner