Mobile Facilities Assistant East

Description

The Facilities Assistant will be responsible for various tasks to ensure the smooth operation of the facilities management at the Primary Care Centres.

• Ensure the fabric and finish of the overall site is properly maintained and in good condition. Inspect all common areas for any leaks etc and arrange for remedial repairs.
• Deal with cleaning issues and stock levels.
• Stationary checks, restock stationary on request.
• Supervise and co-ordinate third party contractors attending site and inspect works after.
• Maintain visitors/contractors log and report any incidents.
• Conduct regular site audits to ensure that the specified standard of work is maintained and all site logs and documentation are kept up to date.
• Provide cover to the mailroom as required including receiving and sorting mail, distributing incoming and internal mail.
• Assist in all day-to-day management and coordination of hard and soft Facilities Management, co-ordination and execution of all operations, for all PCCs in the region.
• Carry out weekly stationary requirements and place order & check when received.
• Meeting sub-contractors / processing H&S PTW Documentation.
• Responsibility for all couriers, mail and postal activity.
• Porterage of heavy parcels, equipment and miscellaneous items.
• Support PPM activities, Energy, Wastes and Cleaning checks across the site.
• Review and update site FM filing system.
• Receive large/bulky items on site and move to destination.
• Comply with relevant Health & Safety requirements and be familiar with and ensure that fire, health and safety regulations are adhered to in all parts of the building and car park by inspecting, checking signage and advising on defects.
• Ensure the development and potential of all direct reports, to encourage resilience and succession planning within the accounts and the organization, identifying training as necessary.
• Set up for meetings and rearrange afterwards.
• Daily rounds and reading of all M&E systems to ensure operations.
• Carry out emergency procedures in the event of a fire, flood, break in, or accident etc.
• Provide support to Facilities Co-ordinator as required.
• Ensure all stock, audit and quality checks take place as programmed.
• Update site technical systems as required, BMS, LMS, CCTV & Door Access system as required.
• Look after key boxes and issue keys (signing out) when necessary.
• Maintain open office areas in good order.
• Liaise with client and stakeholder to optimise quality of service.
• Daily inspection of PCC rooms to ensure ready for working day, reporting any issues appropriately.
• Reviewing all monthly PPM’s inline with CAFM system requirements.
• Assist in the management of quoted works.
• Responsible for the overall function of the Facilities Assistant Role within the centre.
• Participation in the provision of a 24 hour per day 365 days per year emergency on call service as required.
• Support office relocations, moves and office re-layouts.

Requirements

• Compliance with contractual client requirements including all SLA’s and KPI’s.
• First responder with regards RealTime FM and reactive tasks within the centre.
• Experience of working within a fast paced office environment.
• Excellent communication, interpersonal and organisation skills.
• 2 years experience in a similar facilities role.
• Experience of working within an office/healthcare environment.
• Clear understanding of PPM strategies and best practice.
• Excellent IT / computer skills, excel, word, CAFM, BMS Systems.
• Planning and organisational skills are also required as the role requires balancing many different duties and being able to prioritise.
• Proven track record with delivering service excellence.
• Knowledge of MS office packages, Word, Excel, PowerPoint.
• Dependable and flexible, able to work independently as well as part of a team.
• PC literate basic understanding of PC use, email, system information, documents updating.
• The ability to communicate effectively, both over the telephone and face to face is essential.
• Ability to accurately complete tasks assignments & responsibilities in timely manner.
• Some experience of working within a busy mailroom department.
• Previous experience in working with help desk platform system.
• Educated to Leaving Certificate Level.
• Ability to accurately complete tasks assignments & responsibilities in timely manner/or installation of M&E Services in buildings.
• A basic understanding of good health & safety practices.

Benefits

Training + Development

Interview process

Visa Sponsorship

Security clearance