eFlexes are currently seeking an experienced Facilities Administrator for a client based in Shannon, Co. Clare. The role will be offered on an initial three-month contract with the potential to become a permanent full-time role. As the Facilities Administrator you will play a crucial part in the planned preventative maintenance team. You will coordinate and provide administrative support for the technical services team, prepare reports, and minutes, engage with third-party suppliers for quotations and maintenance schedules, liaise with clients where required, prepare PowerPoint presentations, and assist finance with month-end billing information via our FM CAFM system, assist in organising project planning with the FM Managers, coordinate and provide support with bid submissions, new contract mobilisations,  support other Business Functions (HR), Management as required—taking data from excel workbooks, updating CAFM master scheduler information.  Work closely with FM Operations, HR, Finance and Business. 

Key Responsibilities

• Raise Purchase Orders 
• Manage Supplier invoices and quotations to support client invoicing requirements Schedule planned works across all customer sites 
• Respond to reactive requests from customers and schedule staff / contractors accordingly •   Advise customers of upcoming service works
• Compile service reports, upload to CMMS and issue to customers
• Monitor and manage contract performance against SLAs and KPIs 
• Manage reactive works for multiple minor contracts
• Issue quotations for reactive / minor project works
• Sign off & approve supplier invoices for payment
• Manage client relationship  contracts
• Interact with customers in a knowledgeable, confident, and professional manner
• Assist with mobilising new contracts and manage site set up 
• Work within health and safety rules & guidelines, and quality control and environmental procedures
• Identify and implement innovations that will improve service delivery
• Work with and support FM Operation Managers 
• Attend and contribute to weekly planning & Scheduling meeting as required
• Prepare and Provide quotations for works , 
• Mark up work orders using agreed Commercial  rates 
• Drive Suppliers to provide full back up of information for invoices,  manage suppliers to meet standards . 
• Sourcing & Requesting PO’s for completed works in a timely fashion
• Uploading POs to work orders 
• Sending on company & contractors PPM service reports
• Assisting FM in Approval of invoices from contractors on MCG and NetSuite  • Assisting FM invoicing  
• Assisting FM in Providing customer progress reports, monthly written reports & attending monthly meetings & recording minutes
• Assisting FM in Assign & schedule works for techs on Planning Meetings

Skills & Competencies 

• Strong knowledge of Microsoft Office, Excel- able to provide Pivot Tables of Data analysis, PowerPoint, Prepare Presentation Slides from input from FM Managers, Word- Report Preparation and formatting, 
• Minimum of 2 years working experience in an admin support role, ideally in facilities admin role
• Good communicator, written and verbal skills
• Excellent telephone manner and interpersonal skills to support clients, suppliers and staff
• Embraces collaboration and adapts to change and fast-paced industry. 
• Demonstrate an ability to multi-task and ability to solve problems
• This is a responsible and demanding position requiring excellent organisational skills and a solid ability to coordinate technical staff and contractors.
• Experience of working with CMMS / CAFM systems -preferrable 
• Service coordination of multi-disciplined mobile staff and contractors over multiple sites.
• Flexible to support as business requires across all functions.