Your new company

Hays has been retained to recruit a Facilities Coordinator for a large, semi-state utilities organisation with a base in Cork City.

Your new role

This role will place the successful candidate within the Facilities team, which is in itself part of the overall Property team within the organisation. Responsibilities include:

• Create requisitions through the Oracle system.
• Timely receipting and processing of invoices and routing exceptions to appropriate team members for resolution.
• Support the administration of supplier set-ups, CPA set-up / rebalancing, invoice management.
• Respond to all queries from suppliers and / or vendors. Track and analyse all queries, escalating as required by the Facilities Management Team and ensure the closure of these queries in a timely and efficient manner.
• Information management, including the population and upkeep of the Facilities SharePoint site.
• Preparing lease input sheets along with rent and service charge schedules.
• Co-ordinate the on-call rota for the team.
• Administer property approval documents from various stakeholders i.e, legal.
• Collate weekly, monthly, quarterly, and ad hoc reports as required.
• Ensuring all governance and compliance protocols are maintained.
• Track and report monthly on the property portfolio, to include lease events and operational issues.
• Documentation of processes and implementation of efficiencies as they are developed.
• Other duties which may be assigned from time to time.

What you'll need to succeed

• 3 years’ experience in a similar role is desirable.
• Familiarity with ERP systems, particularly Oracle, is desirable.
• Excellent knowledge of the Microsoft Office products including MS Word, Excel, PowerPoint and Outlook.
• Strong organisational and analytical capabilities with attention to detail, high levels of integrity, and professionalism at all times, with a proven ability to multitask.
• Ability to work well in a fast-paced, target-driven environment.
• Sound judgment and decision-making skills and an ability to work under pressure.
• Excellent influencing, interpersonal, reporting, documentation and communication skills.
• Capable of working on own initiative.
• Customer Focused and a good team player.
• Enthusiastic committed self-starter with proactive approach to problem solving.
• Ability to work with others to ensure success in the performance of a team.
• Excellent verbal and written communication skills with the ability to convey messages in a clear and sufficient manner.
• Proven effective time management skills with the ability to prioritise and remain focused.
• Flexible with regards working in a changing environment and the ability to adjust to new work structures, processes, and requirements as necessary.
• Proactively identifying new areas of learning and using newly gained knowledge and skill on the job.
• Striving for quality and ensuring consistent high standards of work.
• The commitment and drive to be accountable for, and to deliver against, challenging goals.
• PC skills required to maintain databases, developing, preparing and presenting monthly reports, annual budgets, etc.

What you'll get in return

Excellent salary and package on offer, along with long-term career prospects

What you need to do now

If you're interested in this role, click 'apply now' to forward an up-to-date copy of your CV, or call us now.

If this job isn't quite right for you, but you are looking for a new position, please contact us for a confidential discussion about your career.

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