Facilities & Events Coordinator
Location: Harcourt St, Dublin 2
Contract: Permanent
Hours per week: 40
Shift Pattern: 8 am -5pm (Monday - Friday )
Job Title: WPC - Facilities & Events Coordinator
We are seeking a detail-oriented and highly organized Facilities & Event Coordinator to join our team. The ideal candidate will be responsible for planning, organizing, and executing a wide range of events from a facilities perspective, as well as assisting in day-to-day operations and maintaining the facility to the highest possible standards. This role involves working closely with our client to understand their needs, and ensuring all events run smoothly and successfully. Additionally, the Facilities & Event Coordinator will ensure that all our facilities, including buildings and assets, are functional, efficient, safe, and compliant with local and National regulations. This position requires ownership of the role, the ability to work on their own initiative, and a strong knowledge and understanding of various system packages is vital.
Key Responsibilities
Operations Share Point Owner ensuring all facilities documents, service reports, H&S data sheets, and training records are kept on file and consistent across the regions.

• Point person for all CMMS / CAFM set up and Reactive ticket process ownership
• Support the AFM in adhering to file management of audits, service sheets and concierge services documentation.
• Manage the events in the buildings from a facilities perspective. This is a crucial element of day-to-day business on the client site.
• Work closely with the client to map their event requirements and preferences utilizing the in-house booking system.
• Oversee and carry out event setup, execution, and breakdown, ensuring that all elements are delivered as planned.
• Manage the weekly event schedule via the reception teams, preparing for the week ahead, highlighting errors or clashes between meetings and act accordingly.
• Coordinate support services such as catering, cleaning and in house events (i.e. shine a light / bicycle repair day, CSR initiatives)
• Support the WPC team in adhering to file management of audits, service sheets and concierge services documentation.
• Space Planning and coordinating facilities renovations and moves.
• Assisting with emergency response and evacuation procedures.
• Producing Operational Dashboards and reports on occupier comfort, usage and PPM.
• Be flexible in your approach as out of hours work my required during busy event schedules.
• Assist the AFM for all in house team trainings including manual handling, access cards, fire warden, first aid.

Skills Required

• Proven experience in client-facing facilities events and workplace operations in a corporate environment.
• Proven problem-solving skills and ability to adapt quickly.
• Experience in booking software, Training will be provided for in house systems.
• Proficient in Microsoft 365 Applications
• Being able to communicate effectively at across all levels within the business.
• Preferably with a higher education certificate / diploma in event planning / facilities operations.
• Ability to thrive in a fast-paced, high-pressure environment while maintaining a positive attitude.
• Well-organized with multi-tasking skills

Personal Attributes:

• Attention to detail in all aspects of the Facilities Operational Workday.
• Excellent communication and interpersonal skills, with the ability to build rapport with clients and vendors.
• Proactive and self-motivated and able to handle stress and remain calm
• Ability to work as part of a team.
• Able to work flexibly to meet the needs of the service

4. HSEQ

• Understand how ISO fits into daily business operations.
• Read, understand and work in accordance with the company’s HSEQ Policies.
• Complete tasks in accordance with company HSEQ procedures and work instructions
• Ensure safe work practices and procedures are followed on site
• Use of Personal Protective Clothing and Equipment (w/a)

Experience / Person Specification
Must have full legal rights to work in the country. Evidence will be required
Other features of the job
It may be necessary to work alternative hours, shift patterns or unsociable hours, including weekends and sometimes more than contracted hours. As part of your job, you will be expected to attend training events and/or meetings and travel to other locations may be required. Local requirements will govern your patterns and locations of work.
Job Type: Permanent
Benefits:

• Bike to work scheme
• Employee assistance program

Schedule:

• Monday to Friday

Ability to commute/relocate:

• Harcourt St, Dublin 2, CO. Dublin: reliably commute or plan to relocate before starting work (required)

Experience:

• Coordinator: 1 year (required)
• Facilities & Events Coordinator: 1 year (required)

Language:

• English (required)

Work authorisation:

• Ireland (required)

Location:

• Harcourt St, Dublin 2, CO. Dublin (required)

Work Location: In person
Reference ID: INDLP