Office Services Coordinator, Dublin

Job Title: Office Services Coordinator, Dublin
Contract Type: Permanent
Location: Dublin, Ireland
Salary: EUR
Reference: 100
Contact Name: Janet Downer
Contact Email:
Job Published: June 01, 2017 13:39

Job Description

I am looking for an Office Manager/Facilities Coordinator based in Dublin who reports to the Facilities Manager. Working as part of the overall Facilities Team, the this role will manage a team to deliver a range of soft services and provide the necessary support to ensure the efficient and effective running of the site.

Duties and Responsibilities

  • Maintain professional and efficient business dealings with Office Services related vendors (issues reporting, service improvement opportunities and cost monitoring).
  • Manage the performance of the Reception team receptionists/Mail-room and Meeting & Events Specialist, including allocating resource, delegating workload, ensuring adherence to best practices etc..
  • Raise purchase orders and organise/structure all associated financial requirements
  • Working with the Facilities Manager to address internal space requirements and to organise/assist with team moves. Meeting with the Department Heads quarterly with the Facilities Manager and ensuring all growth requirements for Space are managed accordingly.
  • Managing internal moves within the building with the Facilities Manager
  • Working with Facilities Manager to maintain floor plans
  • Assessing building maintenance issues by conducting weekly walks of the building and recording the findings. 
  • Manage Help-desk Tickets

Handle internal customer queries promptly, efficiently and in line with SLA.

  • Working with the Building team and reporting all defective H&S equipment to the respective person and arrange for repairs to be carried out.
  • Managing fire wardens and first aiders and assist with scheduling training and refresher training as necessary
  • Suggesting cost saving plans to the client 
  • Monitoring stock levels of Stationary and Consumables and placing orders with suppliers. Negotiating prices with vendors to obtain the best price.
  • Working with the Meetings and Events team and assisting in setting up in house and external events as and when required. 
  • Assisting with meeting room set-up as and when required.
  • Provide cover for Reception desk/Mail-room and Meetings and Events Specialist as and when required
  • Be available to assist other FM Team members as and when required
  • Upkeep and review of Manuals, Handbooks, Guidance notes etc. that relate to all Facilities functions

Skills and Competencies

  • Leadership & Team Management skills
  • Strong Office Management skills
  • Sharp time management incl. organisational skills and the ability to prioritise a busy workload
  • Problem solving
  • Good decision making
  • Ability to show initiative
  • Confidence
  • Ability to work as part of a team
  • Professional, friendly and welcoming attitude
  • Good attention to detail
  • Pro-active and hands on
  • Excellent communication skills
  • Customer service background essential
  • Knowledge of Facilities Management processes
  • IT Skills, Outlook, Excel, Word, Power Point


  • Previous experience of working within a in a high profile corporate environment
  • Previous Office Management/Facility Management experience
  • Education: Diploma/degree level
  • Fluency in English essential (written and spoken)


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