Workplace Assistant

Job Title

Workplace Assistant

Job Description Summary

Job Description

Workplace Assistant

Location – Dublin, Ballsbridge 

We have a great opportunity for a Workplace Assistant to join our team in Dublin. As the Workplace Assistant you will be responsible for the day to day FM service delivery, whilst providing support to the team in relation to all FM matters. 

Joining our team you will be the point of contact between Client and vendors, supporting with administration and management of financial processes and actively supporting the Facilities Manager and deputies in their absence.

Core Responsibilities:

• Supervision and administration of all vendors. Ensure monthly account meetings are booked and followed up with necessary reporting to carry out services in a manner consistent with Cushman & Wakefield policies & Client directives
• Coordinating the PPM maintenance calendar and booking in works. Ensure relevant reporting is obtained post visit and sent to all relevant parties
• Reviewing contractor RAMS & completing Inductions, ensuring all paperwork is on file
• Administration of all work orders raised via Famis 360 and ensure jobs are completed and closed by due date.
• Assists in quality assurance/audits to meet/exceed client expectations for operational excellence, process improvement, and enhanced value (weekly walkarounds, cleaning audits, safety audits etc.)
• Assist with the preparation of Meetings and Events, ensuring all catering and refreshments are ordered and in the relevant room on time
• Ensure Meeting Rooms are left tidy and clean for next meeting
• Ensuring office/catering supplies are fully stocked i.e Stationery, Crockery etc
• Responsible for ensuring Front of House is covered at all times inc Lunch/Sickness/Holiday
• Deputies in the Facility Managers absences
• HSSE responsibility on site and utilises C&W software ensuring compliance and certification is in place across the site
• Supports the FM to ensure that new hires have an assigned seat and their desk is ready for use.
• Liaise with Estate Management to ensure building repairs and statutory services are carried out in a manner consistent with client expectations
• Responsibility of raising supplier purchase orders and general procurement. Adhering to process and approval limits in place.
• Support Facilities Manager with budget management
• Provide support to Facilities Manager for other projects as requested
• Undertake any additional duties or responsibilities that are deemed required by the business in supporting the daily operation of the contract.

Qualities and Personal Attributes:

Competencies

Good experience of working within a fast-paced, customer-facing, facilities environment is a requirement for this position, along with exceptional administration and communication skills. 

• A minimum of 3 years working in a corporate environment, with reception and FM experience preferred.
• Ability to act calmly to emergencies and problem solve
• Have a flexible work ethic, being prepared to work out of hours when required
• Good communication and interpersonal skills.
• Good organizational and influencing skills.
• Excellent IT literacy skills in MS Outlook, Word & Excel.
• Must be able to work on own initiative with a proactive and flexible attitude
• Ability to multitask and prioritize.

INCO: “Cushman & Wakefield”

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