Workplace Assistant - Dublin 4

The role is based in a busy office environment in Dublin 4. Role Purpose: * Responsible for the day to day FM service delivery * Provide support to the team in relation to all FM matters * Point of contact between Client and vendors * Administration and management of financial processes * Actively supports Facilities Manager, deputies in 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 the clients 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 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. The site offers free full canteen (free breakfast/lunch/evening meal) and coffee facilities as an addition to the base salary