Campus Pride Jobs

Lead Facilities Coordinator

Job ID

170784

Posted

06-Jun-2024

Service line

GWS Segment

Role type

Full-time

Areas of Interest

Accounting/Finance, Administrative, Customer Service, Engineering/Maintenance, Facilities Management

Location(s)

Dublin - Dublin - Ireland

As Lead Facilities Coordinator you will collaborate with colleagues to inspire customer moments of delight and pursue amazing outcomes each day. Be an ambassador of a one team approach within Operations team, representing CBRE and Client brand

Responsible for the operational coordination of all on-site FM services and the associated staff and contractor personnel providing high quality customer service and experiences creating a fun and safe place to work including office administration, events, provision of all soft service activities, health & safety activities and Ad hoc service requests.

The ideal candidate will be customer focused, highly motivated, proactive, a developer of teams and team work and show great initiative to keep the office running smoothly.

Core Responsibilities

Quality, Health, Safety and Environment

● It is the overall objective for all of our roles to participate in creating and enhancing our safety culture

● To support this you’ll log quality hazards and ensure resulting actions are closed out. This helps make our spaces safer and improve the safety culture

● You support with all in Country health and safety legislation, ensuring that any activities undertaken comply with relevant statutory and industry related requirements where applicable

● You build your knowledge of and abide by all CBRE & Client Health & Safety Policy and Procedures to ensure a healthy and safe working environment for staff, contractors, customers and clients

● You implement and champion all health and safety processes including but not limited to, Logbooks, SSOW and toolbox talks

● CBRE has deployed well developed and thorough QHSE Log books you are expected to Maintain these as required and ensure that all team members are aware of and contribute to completion as required

● You control of all relevant operational documentation and processes to ensure compliance with Health and Safety, statutory, regulatory and accreditation requirements held on site and ensuring duplicate documentation is also held as required for audit purposes

● You conduct and manage incident reports, proactive site audits and inspections, report ensuring remediatie actions and closure within specified time frame, you also ensure that all team members are able to complete to the same level

● To ensure a safe working environment for all you complete monthly compliance tasks assigned to you

● To demonstrate compliance you review and check site audits

● Conduct and manage incident reports, proactive site audits and inspections, report ensuring remediate actions and closure within specified time frame

● You ensure all staff and subcontractors work safely and effectively and portray a professional image at all times

● You support Building Evacuation Team and First Aid services and supplies and ensure the CBRE team are aware of their responsibilities

● You will embed a culture of safe working and compliance capturing RISE Behaviours

● You will actively engagement with CBRE communications and announcements

● Relationships are key to our success and you work hard to maintain constructive and positive professional relationships with clients, colleagues and supply partners

● Safety is one of your key areas of focus and you Lead a safety culture on site

Operations

● You lead and contribute to team huddles and meetings where applicable

● You ensure all specific facilities issues are logged and ensure remedial actions are completed proactively

● You proactively inspire the team to adopt the fullest use of our Facilities tool suite by demonstrating communicating a clear understanding of their benefits & uses

● You are accountable for all facilities issues related to the site and ensure remedial actions are completed proactively.

● You actively encourage a culture of proactive management of space and standards

● In a drive to ensure consistent uniform standards you apply continued use of standard operating procedures that ensure consistency of quality service delivery throughout the contract

● You are the champion of consistent application of signage in the space and highlight to the team's any changes required

● Demonstration of success is key to this role and you will strive to excel in the delivery of KPI's and SLA's for your site

● Data is crucial in this role and work tirelessly to ensure Facilities Coordinators effectively process operational data accurately and on time

● You validate and review all monthly reporting activities and identify trends and patterns and recognise excellence or initiate improvements when required

● You are the main point of contact for all facilities services, where applicable

● You are the facilities representative for Emails and Communications

● You are a proactive ambassador for your building and provide solutions to issues when required

● Build and develop a trusting relationship with the client through continuous communication

● Pro actively ensuring client engagement at all times

People

● You creates a culture of high motivation, recognition and engagement

● Team success is of high importance to you and as such you seek to constantly motivate performance and embed Performance Management cycle

● You understand team development and strength areas and ensure opportunities for growth and succession planning, you coach team members using CBRE core training matrix as a guide

● You provide management guidance and lead the team including overseeing the allocation of work, attendance and performance management to exceed the customers expectations and ensure best practice prevails

● You actively engage CBRE People team and ensure guidance is provided in all CBRE People policies and processes

● You liaise closely with Operations and the support teams ensuring recruitment and retention of appropriate staff as required

● Consolidates the monthly performance information from direct reports, where applicable

Supplier Management

● You manage, coordinate and supervise supplier personnel and subcontractors to ensure satisfactory completion of service delivery

● You ensure Health & Safety procedures are followed by all including supplier Health & Safety inductions, RAMS review and approval, appropriate Permit To Works are in place and review of practices

● You review and approve work permits through the online permitting system

● Maintain effective relationships with supplier with regular contract meetings and reviews as required

● Ensure that all contracts are effectively managed and controlled to achieve Service Level Agreements and customer delight

● Always looking for opportunities you seek supplier improvements and new offerings that will improve the experience of service delivery

Finance

● You oversee operational budget and accruals within contract guidelines and financial procedures ensuring spend compliance

● You use financial processes including accruals and budgets to manage site locations within remit

● You are responsible for your budget and you manage all costs to ensure it is respected and address any related queries, including invoicing/ PO’s that might arise

● You ensure team process accurate Purchase Orders and invoices efficiently with Finance and Support team

● You are continually looking for opportunities to drive revenue contribution initiatives to exceed plan

Project and Programs

● You are accountable for the First Day Of Business preparation and execution

● You recognise the importance of change and encourage your teams to participate in Regional initiatives

● You lead by example and Identify and suggest innovations that will drive account improvement, through the sharing of best practice ideas and encouragement of a continuous improvement culture

Undertake all other duties & tasks as reasonably requested by your line manager

Based on size, scale and location of your site you may be required to undertake aspects of other roles.

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Candidate Requirements:

Essential

Desirable

Education

● Preferred FM related qualifications including QHSE

● Ideally educated to Degree level or equivalent

● Member of BIFM or another FM professional body

● IOSH qualification in health & safety or equivalent

Skills

● Fluency in written and spoken English language

● Excellent communication skills, adapts style to varying situations, engages and informs others

● Advanced People Management skills with proven ability to develop teams

● Possess a high level of IT literacy

● Applies strategy to bring creative and innovative solutions to the table

Knowledge

● A strong understanding of good health & safety practices and promotes a strong Health & Safety culture

● Excellent understanding of FM, M&E services and Projects in occupied environments

● Commercially aware with sound knowledge of finances, budget preparation and management

Experience

● Experience promoting high quality Customer Service and customised service throughout teams

● Experience of managing contracts, operating to processes and procedures, with supervision of contractors

● OPEX/CAPEX and financial experience in real estate business

CBRE, Inc. is an Equal Opportunity and Affirmative Action Employer (Women/Minorities/Persons with Disabilities/US Veterans)