Facilities Coordinator

The Role

This role is responsible for managing all aspects of operational delivery and client relationships for a small client office. You will have full responsibility for any facilities and workplace services and your client's satisfaction and service experience. You will become the heartbeat of the office, living and breathing the client's core values, and striving to achieve their mission throughout the office, while also being part of a high-functioning team that manages other offices in the region for this client.

What will you be doing?

• Be on-site five days per week in a business park in Rockville, MD.
• Occasional weekend, after, or before normal business hours work.
• Delivering a full-service operation that feels like a 5-star hotel experience.
• Creating a welcoming, professional, and collaborative workplace through proactive management and by building an outstanding relationship with all key stakeholders.
• Proactively ensuring the workplace is fully operational, and processes are running smoothly.
• Event management- you will play a key role in supporting and organizing office events.
• Creating excellent relationships with landlord, supplies, and other third-party providers, ensuring service obligations for the client are met.
• Supporting incident management: taking ownership for client communication, services providers' response, and any incident reports / handover notes.
• Providing accurate and useful monthly / quarterly internal / external reporting.
• Ensuring adherence to all regulatory compliance and EH&S requirements.
• Ordering supplies obtaining quotes for needed work.
• Logging helpdesk jobs and providing reactive and planned reporting - ensuring follow up and proactive management of jobs.
• Undertaking regular quality checks / audits and ensuring customer satisfaction.
• Any other ad hoc duties required supporting the employee journey and delivery services.
• Supporting team members from other offices and overall account goals and body of work that needs to be completed.
• Light organizing and straightening up of the office each day.

What experience are we looking for?

• Experience with some hospitality or customer service background is preferred.
• Experience with some office management is preferred.
• Experience in managing effective and positive relationships with suppliers.
• Excellent verbal and written communication skills is required.
• Experience creating operational reports for external stakeholders: experience in Excel and Power Point are required.
• Self-motivated and driven with a "yes" mentality: keen to drive improvement.

What skills do you require?

• Aligned with the following: play to win, help each other grow, solve it together, own your outcome.
• A natural and confident communicator, with exceptional interpersonal skills and the ability to build relationships at all levels.
• Resourceful, innovative, adaptable, problem solver, and detail oriented.
• An enthusiastic, personal, and proactive approach to service delivery and customer satisfaction.

This is a full-time role based on our client site in Block J & K, Eastpoint Business Park, Fairview, Co. Dublin, 03, D03 HR52, Ireland

You will be responsible for supporting the FM in the day to day operational activities on a client site. You will integrate seamlessly with the client Facilities Management Team while still adhering to The Instant Groups values and keeping an eye on the commercial aspects of the contract.

Within the role you will have a good understanding of client requirements and services delivered on site. You will support The Instant Group in ensuring that services are delivered to time and budget.

Key Responsibilities

• Support the Facilities Manager in both hard and soft services delivery on site including managing outsourced service providers.
• Deal with facilities requests, with the ability to prioritise both planned, preventative and reactive maintenance and ensure the smooth operation of the building and its' services.
• Conduct regular building walk rounds and audits, identifying any areas that require maintenance or repair and liaise with the Facilities Manager to arrange to have the works completed.
• For all maintenance repairs, you will be required to follow the process of obtaining quotes to raising Purchase Orders and arranging for the works to be completed ensuring that all relevant PTW and RAMS are in place.
• Responsible for managing contractors whilst on site and ensuring they have the relevant certification to complete their tasks
• Maintain an accurate record of PO's raised from approval stage through to completion of works and Goods Receipting
• Support the Facilities Manager and client to ensure that all Health and Safety requirements are met and carried out in a safe and timely manner and in accordance with statutory and company processes.
• Support the Facilities Manager and client to ensure that all Security Risk and Compliance requirements are followed, any escalations dealt with in a timely manner.
• Maintain a good relationship with the building Landlord and their representative as necessary and be responsible for procurement of small items / services
• Build and maintain relationships with the client on site.
• Support the Facilities Manager ensuring that the site is staffed in all areas (soft services)
• Support the Facilities Manager ensuring that all audits and daily checks are carried out and that the site runs smoothly and to the agreed service level agreements in place.
• Ensure that all Health and Safety related documentation are up to date.
• Ensure that all maintenance records are up to date
• Greet and/or host visitors to site
• Develop a close working relationship with other "back office" departments on site ensuring a smooth running of the business.
• Prepare and present routine reports and correspondence to internal departments and larger groups of employees, ensuring clear communication of relevant information
• You may be required to participate in small to medium project works

Skills, Experience & Qualifications

• Minimum of 2 - 3 years' experience in a similar role
• Good working knowledge of H&S in the workplace
• As a direct point of contact with the client you should be able to build and maintain relationships, acting in a pro-active and professional manner with the ability to solve problems and think on your feet.
• Personable and be confident with administration tasks and have experience in Microsoft Office packages.
• Proven ability to work unsupervised.
• Flexible as limited out of hours working may be required.

We are The Instant Group, now part of IWG, where work gets smarter-for employees, businesses, and the planet. As the world's largest flexible workspace provider, we connect over 250,000 organisations with office space, coworking memberships, virtual offices, and meeting rooms. We deliver market-leading data, expert consulting in portfolio strategy, procurement, and sustainability, and empower 20,000+ landlord, operator, and investor partners to capture flex demand and boost asset performance.

With global clients like Prudential, Booking.com, Shell, Jaguar Land Rover, GSK, and Hines, our teams operate across virtual and physical offices in London, Paris, New York, Hong Kong, Singapore, Sydney, and beyond.

Join a dynamic business named one of the Best Places to Work in Property, and featured in the Sunday Times HSBC International Track 200. Build your career where innovation meets opportunity-and help shape the future of work.

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