Facilities Co-Ordinator – 6 Month Fixed Term Contract

at  Arup

A career at Arup offers you the chance to make a positive difference in the world. Independently owned and independently minded, Arup is the creative force at the heart of many of the world’s most prominent projects in the built environment. We believe that flexible arrangements, such as hybrid working, create a more inclusive way of working that supports our diversity and the wellbeing of our people.
Dedicated to sustainable development, Arup is a collective of designers, consultants and experts working globally. Founded to be humane and excellent, we collaborate with our clients and partners using imagination, technology, and rigour to shape a better world.

RINGSEND, DUBLIN 4

Arup is a multinational professional services firm headquartered in London which provides engineering, architecture, design, planning, project management and consulting services for all aspects of the built environment. At Arup, our innovative spirit compels us to express our ingenuity in unique ways - engineering, planning, designing, and consulting on many of the most renowned projects in the built environment. We aim to deliver technical excellence, innovation, and value to clients, while maintaining our core mission of shaping a better world. We provide a full range of multidisciplinary engineering services in Ireland from our offices in Dublin, Cork, Limerick and Galway. We have built a reputation for unrivalled local expertise and knowledge.
We are currently seeking a Facilities Co-ordinator to join our team on a 6 month Fixed Term Contract basis with hours of 9am – 5.30pm Monday – Friday.
The successful candidate will be required to support and assist the Facilities Manager and work as part of the Facilities Team based in our Dublin 4 office.
This is an excellent opportunity for a candidate who wants to develop their career in the facilities environment.

Your responsibilities

• Co-ordinate and manage soft services throughout the 4 offices in Dublin, Cork, Galway & Limerick. The role is predominantly Dublin-based but there is limited travel required to the other offices and after-hours commitments needed on a limited prescheduled basis. (except in an emergency)
• As part of the Facilities Team, assist in co-ordinating contractor’s on-site activities to ensure that the tasks are performed successfully and closed out in line with internal procedures.
• Carry out building walks, generate reports, tasks, and photos on findings.
• Take service calls and be active on the internal facilities helpdesk.
• Manage sub-contracted teams such as the canteen, cleaners, security, deliveries, maintenance contractors etc.
• Be the first point of contact for the FM Service Provider in general activities, PPM, call outs, emergencies, etc.
• Manage the ACT Access Control System as the first point of contact & the Trend BMS System.
• Manage desks moves, furniture orders, recording of warranties, managing installation, communication with staff.
• Send out monthly Facilities Team Updates to 600+ staff.

Current Projects/Skills and attributes needed

• Show leadership & direction to other members of the team especially when the Facility Manager is unavailable.
• Be vigorous in Health & Safety tasks and assist in coordinating actions with other departments. i.e. Workstation Assessments, Office Inspections etc.
• Ensure safe and clean facilities across the site. Ensure all works are undertaken in line with Environmental and Health & Safety legislation.
• Put plans in place to ensure all premises are run efficiently, and costs are kept to a minimum.
• Assist in overseeing costs for the Facilities Department and the issuing of purchase orders.
• Support the Facilities Manager in keeping reports, quotes and schedules up to date.
• Assist in the Project Management of small projects throughout the Ireland offices as well as the involvement in the co-ordination of in-house events. i.e. the Summer BBQ, parties, etc.
• Work closely with the Environmental and Health & Safety Departments to ensure that all relevant environmental and safety requirements in the premises are exceeded.

Your Education/Profile

• 3+ years’ experience in a facilities environment.
• Qualification in Facilities or Project Management is an advantage.
• Capability to handle authority and delegate responsibility.
• A willingness and positivity to learn on the job, share knowledge from previous roles and integrate into an already established Facilities Team.
• Be familiar with requesting and approving RAMS, therefore, experience with working with and approving sub-contractor paperwork is desirable.
• Excellent organisational skills with strong attention to detail.
• A good communicator, both verbal and written.
• Excellent inter-personnel and time management skills along with the ability to be self-driven in achieving task completions.
• Good decision-making skills with the ability to resolve reactive problems.
• Positive “can do, will do” attitude.
• Motivated, passionate, forward-thinking and safety conscious.

If you want to work within a dynamic, fast paced, professional environment in a very hands-on role then please send through your application to us for consideration.

• Co-ordinate and manage soft services throughout the 4 offices in Dublin, Cork, Galway & Limerick. The role is predominantly Dublin-based but there is limited travel required to the other offices and after-hours commitments needed on a limited prescheduled basis. (except in an emergency)
• As part of the Facilities Team, assist in co-ordinating contractor’s on-site activities to ensure that the tasks are performed successfully and closed out in line with internal procedures.
• Carry out building walks, generate reports, tasks, and photos on findings.
• Take service calls and be active on the internal facilities helpdesk.
• Manage sub-contracted teams such as the canteen, cleaners, security, deliveries, maintenance contractors etc.
• Be the first point of contact for the FM Service Provider in general activities, PPM, call outs, emergencies, etc.
• Manage the ACT Access Control System as the first point of contact & the Trend BMS System.
• Manage desks moves, furniture orders, recording of warranties, managing installation, communication with staff.
• Send out monthly Facilities Team Updates to 600+ staff