Lead Facilities Coordinator Job ID 170784 Posted 04-Nov-2024 Service line GWS Segment Role type Full-time Areas of Interest Administrative, Facilities Management, Health and Safety/Environment Location(s) Dublin - Dublin - Ireland **CBRE & Client Overview:** Hi, we’re CBRE Global Workplace Solutions! We believe our working spaces should allow everyone to feel comfortable, productive and inspired in their working environment. Because when people feel inspired, great things happen. We’re one team at the heart of the workplace providing Facility Services across EMEA for a prestigious global technology client. As we continue to grow, we are searching for unique, passionate, excited, vivacious people to join us in creating that sense of community, who will put the well-being of others at the forefront. **Role Summary:** As Lead Facilities Coordinator you will collaborate with colleagues to inspire customer moments of delight and pursue amazing outcomes each day. Be an ambassador of a one team approach within Operations team, representing CBRE and Client brand Responsible for the operational coordination of all on-site FM services and the associated staff and contractor personnel providing high quality customer service and experiences creating a fun and safe place to work including office administration, events, provision of all soft service activities, health & safety activities and Ad hoc service requests. The ideal candidate will be customer focused, highly motivated, proactive, a developer of teams and team work and show great initiative to keep the office running smoothly. **Core Responsibilities:** Quality, Health, Safety and Environment ● It is the overall objective for all of our roles to participate in creating and enhancing our safety culture ● To support this you’ll log quality hazards and ensure resulting actions are closed out. This helps make our spaces safer and improve the safety culture ● You support with all in Country health and safety legislation, ensuring that any activities undertaken comply with relevant statutory and industry related requirements where applicable ● You build your knowledge of and abide by all CBRE & Client Health & Safety Policy and Procedures to ensure a healthy and safe working environment for staff, contractors, customers and clients ● You implement and champion all health and safety processes including but not limited to, Logbooks, SSOW and toolbox talks ● CBRE has deployed well developed and thorough QHSE Log books you are expected to Maintain these as required and ensure that all team members are aware of and contribute to completion as required ● You control of all relevant operational documentation and processes to ensure compliance with Health and Safety, statutory, regulatory and accreditation requirements held on site and ensuring duplicate documentation is also held as required for audit purposes ● You conduct and manage incident reports, proactive site audits and inspections, report ensuring remediate actions and closure within specified time frame, you also ensure that all team members are able to complete to the same level ● To ensure a safe working environment for all you complete monthly compliance tasks assigned to you ● To demonstrate compliance you review and check site audits ● Conduct and manage incident reports, proactive site audits and inspections, report ensuring remediate actions and closure within specified time frame ● You ensure all staff and subcontractors work safely and effectively and portray a professional image at all times ● You support Building Evacuation Team and First Aid services and supplies and ensure the CBRE team are aware of their responsibilities ● You will embed a culture of safe working and compliance capturing RISE Behaviours ● You will actively engagement with CBRE communications and announcements ● Relationships are key to our success and you work hard to maintain constructive and positive professional relationships with clients, colleagues and supply partners ● Safety is one of your key areas of focus and you Lead a safety culture on site Operations ● You lead and contribute to team huddles and meetings where applicable ● You ensure all specific facilities issues are logged and ensure remedial actions are completed proactively ● You proactively inspire the team to adopt the fullest use of our Facilities tool suite by demonstrating communicating a clear understanding of their benefits & uses ● You are accountable for all facilities issues related to the site and ensure remedial actions are completed proactively. ● You actively encourage a culture of proactive management of space and standards ● In a drive to ensure consistent uniform standards you apply continued use of standard operating procedures that ensure consistency of quality service delivery throughout the contract ● You are the champion of consistent application of signage in the space and highlight to the team's any changes required ● Demonstration of success is key to this role and you will strive to excel in the delivery of KPI's and SLA's for your site ● Data is crucial in this role and work tirelessly to ensure Facilities Coordinators effectively process operational data accurately and on time ● You validate and review all monthly reporting activities and identify trends and patterns and recognise excellence or initiate improvements when required ● You are the main point of contact for all facilities services, where applicable ● You are the facilities representative for Emails and Communications ● You are a proactive ambassador for your building and provide solutions to issues when required ● Build and develop a trusting relationship with the client through continuous communication ● Pro actively ensuring client engagement at all times People ● You creates a culture of high motivation, recognition and engagement ● Team success is of high importance to you and as such you seek to constantly motivate performance and embed Performance Management cycle ● You understand team development and strength areas and ensure opportunities for growth and succession planning, you coach team members using CBRE core training matrix as a guide ● You provide management guidance and lead the team including overseeing the allocation of work, attendance and performance management to exceed the customers expectations and ensure best practice prevails ● You actively engage CBRE People team and ensure guidance is provided in all CBRE People policies and processes ● You liaise closely with Operations and the support teams ensuring recruitment and retention of appropriate staff as required ● Consolidates the monthly performance information from direct reports, where applicable Supplier Management ● You manage, coordinate and supervise supplier personnel and subcontractors to ensure satisfactory completion of service delivery ● You ensure Health & Safety procedures are followed by all including supplier Health & Safety inductions, RAMS review and approval, appropriate Permit To Works are in place and review of practices ● You review and approve work permits through the online permitting system ● Maintain effective relationships with supplier with regular contract meetings and reviews as required ● Ensure that all contracts are effectively managed and controlled to achieve Service Level Agreements and customer delight ● Always looking for opportunities you seek supplier improvements and new offerings that will improve the experience of service delivery Finance ● You oversee operational budget and accruals within contract guidelines and financial procedures ensuring spend compliance ● You use financial processes including accruals and budgets to manage site locations within remit ● You are responsible for your budget and you manage all costs to ensure it is respected and address any related queries, including invoicing/ PO’s that might arise ● You ensure team process accurate Purchase Orders and invoices efficiently with Finance and Support team ● You are continually looking for opportunities to drive revenue contribution initiatives to exceed plan Project and Programs ● You are accountable for the First Day Of Business preparation and execution ● You recognise the importance of change and encourage your teams to participate in Regional initiatives ● You lead by example and Identify and suggest innovations that will drive account improvement, through the sharing of best practice ideas and encouragement of a continuous improvement culture Undertake all other duties & tasks as reasonably requested by your line manager, supporting the leadership team in ensuring operational capability and efficiency across operations. Based on size, scale and location of your site you may be required to undertake aspects of other roles. This role is specific to the Campus, which covers both GOGO & GOVO sites. This role will be responsible for multiple sites and a growing team covering all aspects of FM operations. Additional Key responsibilities may look like; ● Managing unique spaces such as the gym, Tech talk space, changing rooms, event spaces, & large terraces. In addition to oversight and collaboration with vendor partners in Food & Wellbeing. ● Lead and manage a diverse team to ensure all key KPI’s and service delivery targets are achieved in line with company guidelines. ● Collaborate and work closely with all stakeholders in shared spaces and ensure seamless provision of services, safety and accessibility across campus to ensure optimal operational efficiency. ● Partnering as appropriate and deputizing for members of the senior leadership team to ensure all aspects of operations and people management are managed effectively and in accordance with compliance requirements. ● Control and manage all aspects of financial reporting including budget, purchase orders and forecasting. ● Managing PPM and reactive maintenance activities for both Tech & Ops services in conjunction with respective teams. ● Management of service lines including cleaning, waste services, landscaping, pest control, office supplies and consumables ● Auditing performance of the Facilities Contractors against requirements. ● To provide support / facilitate / assist with respective onsite teams for Technical (M&E/Fabric), security and catering to ensure all teams collaborate and communicate effectively. ● Manage and collaborate with partners onsite for hospitality provision and event set up support. ● Ensure compliance with OH&S legislation. ● To provide support as required for administration / permitting / maintenance / emergency / logistics and / or other designated areas of scope to ensure effective service provision and safety across the site. ● To support any adhoc / additional requirements - events setups, subcontractor management, to ensure full service provision within set protocols and client expectation. ● To deliver specific expertise in line with our clients vision for operating and managing the office and shared spaces. ● Support and develop the team to enable them to excel at what they do best, understand team development and strength areas and ensure opportunities for growth and succession planning. ● Conceive, propose and manage space improvements to enhance the workplace experience. ● Oversee project works. Collaborate with clients, contractors, and internal stakeholders to ensure effective communication and successful project delivery. ● Analysing and optimising efficiencies for daily operations and identifying cost savings initiatives. ● To identify areas for improvement, collaborate with moves & space teams to maximise space & occupancy utilisation. ● Establish an in-depth knowledge of the client culture. **What does success look like:** Consistent delivery of all KPI's and SLA's across areas and recognised as a trusted advisor to the Client. Leads employee experience initiatives resulting in a highly engaged and motivated team that delivers a recognised excellent customer experience at all times that also embraces change initiatives. Ability to demonstrate clearly defined development plans for all team members and commitment to providing a safe working environment. **Candidate Requirements:** **Essential** **Desirable** **Education** ● Preferred FM related qualifications including QHSE ● Ideally educated to Degree level or equivalent ● Member of BIFM or another FM professional body ● IOSH qualification in health & safety or equivalent ● ILM qualification L3 or L5 **Skills** ● Fluency in written and spoken English language ● Excellent communication skills, adapts style to varying situations, engages and informs others ● Advanced People Management skills with proven ability to develop teams ● Possess a high level of IT literacy ● Applies strategy to bring creative and innovative solutions to the table **Knowledge** ● A strong understanding of good health & safety practices and promotes a strong Health & Safety culture ● Excellent understanding of FM, M&E services and Projects in occupied environments ● Commercially aware with sound knowledge of finances, budget preparation and management **Experience** ● Experience promoting high quality Customer Service and customised service throughout teams ● Experience of managing contracts, operating to processes and procedures, with supervision of contractors ● OPEX/CAPEX and financial experience in real estate business CBRE, Inc. is an Equal Opportunity and Affirmative Action Employer (Women/Minorities/Persons with Disabilities/US Veterans)