Hard Services Coordinator

At Apleona, we are currently recruiting for a Hard Services Coordinator to join our team at our site based in Dublin City

Working Pattern: Monday to Friday, 40 hours per week Main Duties and Responsibilities

• Conduct regular property and facilities inspections to ensure compliance and identify areas for improvement.
• Manage day-to-day facilities operations, supporting both reactive and planned preventative maintenance (PPM).
• Monitor and report on site expenditures, ensuring alignment with approved budgets.
• Liaise with clients, attend client meetings, and provide regular operational updates.
• Ensure all subcontractor agreements are in place with clearly defined Service Level Agreements (SLAs).
• Monitor subcontractor performance to ensure consistent service delivery and compliance with health and safety protocols.
• Coordinate and oversee general services such as reception, portering, catering, waste, and stationery.
• Raise and manage purchase orders, ensuring timely and accurate processing of invoices.
• Supervise on-site staff, ensuring compliance with Standard Operating Procedures (SOPs), conducting appraisals, and supporting training and development.
• Manage recruitment support, onboarding, and time and attendance tracking for staff.
• Maintain and update all operational trackers, including asset registers, contractor logs, and consumables inventory.
• Support the delivery and budget control of site-based projects such as space planning or reconfigurations.
• Provide structured and timely reports to clients and internal Apleona management, including progress updates on facilities projects.
• Promote and enforce EH&S compliance, acting as a fire warden and first aid responder where required.
• Ensure that all records related to facilities operations are accurate, well-organized, and auditable.
• Monitor utility usage and stock levels of essential supplies such as cleaning products and consumables.
• Review and approve subcontractor reports, ensuring documentation is submitted/verified before payment.
• Coordinate and verify documentation for all contractors prior to work commencing on site.

Qualifications and Experience

• Minimum three years' experience in coordinating both hard and soft facilities services.
• Proven experience in staff supervision and team leadership.
• Working knowledge of Service Level Agreements (SLAs), contractor performance, and EH&S compliance.
• Comfortable managing client interactions and attending meetings as a representative of the facilities team.
• Experienced in financial oversight, including budget tracking, raising purchase orders, and processing invoices.
• Proficient in using spreadsheets and trackers for administrative and reporting purposes.
• A qualification in Facilities Management is preferred; alternatively, a qualification in a business or technical field will be considered.
• First Aid and Fire Warden training are desirable.