CANDIDATE PROFILE:

The ideal candidate will have 1-2 years of experience in facilities management, preferably in an administrative or coordination role. This position is suited for someone with exceptional organisational skills, who is confident in multitasking and prioritising tasks with a keen attention to detail. Strong interpersonal and communication skills are essential for liaising with both internal and external stakeholders. The role requires flexibility and adaptability in a fast-paced, dynamic environment. Proficiency in IT, particularly Microsoft Office, is also necessary.

ABOUT THE ROLE:

We are seeking an office administrator to support our Group Facilities Manager in delivering high-quality facilities management services to our site based in Derry and its occupants. The office manager will play a key role in the operational coordination of on-site FM services, vendor management, purchasing, and assisting with the online facility helpdesk.

JOB RESPONSIBILITIES:

• Coordinate day-to-day operations across office locations, ensuring the highest standard of service delivery and fostering strong relationships with internal stakeholders.
• Assist with the delivery of all facilities services, including planned maintenance, scheduled works, and upgrade projects for all locations.
• Manage third-party service providers, including office cleaning, key holding, security, and alarm and fire response services.
• Ensure compliance with Service Level Agreements (SLAs) for each contractor.
• Generate monthly site reports detailing various service aspects/events and report on agreed financial Key Performance Indicators (KPIs).
• Assist in the management building leases, insurance plans, and service contracts.
• Collaborate with internal Health & Safety stakeholders to drive the implementation of health, safety, and employee wellness initiatives.
• Be available for out-of-hours calls with the capacity to resolve or escalate issues as appropriate.
• Provide technical support on occupational safety, ergonomic issues, and other relevant environmental health and safety concerns.
• Additional ad hoc duties not listed as requested by the business.