Title:  Estate Coordinator

Job Description

This role will report to the Property Manager and have responsibility for the smooth operation of the estate 
The newly developed state of the art building called College Square, is located in Dublin City Centre, Dublin 2.  Working 40 hours per week, the primary function is to ensure the efficient operation, safety and security of the building’s estate. The Facilities Coordinator will need to maintain constant awareness of the importance of the clients’ corporate image, and the occupier needs. 

Job Responsibilities

• Manage day to day issues as they arise in a professional and prompt manner; 
• To be vigilant to any Health, Safety and Welfare risks in the development and bring any concerns to the attention of your manager.
• Liaise with the Property Manager, clients and all staff working at the building
• Support onsite team with security, safety, fire and evacuation.
• Co-ordinate 3rd contractors attending site to carry out scheduled and reactive maintenance works.
• Ensure job dockets and invoices have been received for works carried out.
• Annually co-ordinate and calendarize the Planned Preventative Maintenance schedule.  Record and maintain this schedule on SharePoint.
• Ensure that maintenance of all M&E is carried out in line with Planned Preventative Maintenance (PPM) schedule and liaise with the relevant contractors. 
• Maintain software for visitors/contractors’ login and report.
• Manage the distribution of keys to contractors and ensure their safe return. 
• Carry out emergency procedures in the event of a fire, flood, and break in, accident etc.
• Liaise with occupiers/tenants in order to establish constructive and positive relationships.
• Keep the Property Management informed of developments with respect to operations under their control.
• Ensure the fabric of the building is continually maintained and in good condition.  
• Inspect all common areas (and Landlord vacant space) as required.
• Work with the Property Manager / Sustainability Manager to record electricity readings and sustainability initiatives. 
• Work closely with the Property Manager to set annual service charge budget and track expenditure. 
• 1st approver of expenditure invoices.
• Manage onsite security team and 3rd party contractors.
• Report incidents / complete insurance reports.
• Send a detailed report to the Building Manager and Property Manager on a weekly basis via email. 
• Conduct weekly sprinkler tests.
• The duties and requirements are not exhaustive, and the role will require different functions in the interest of good property management practices.

Qualifications

• Fluent English
• At least 2-3 years’ experience in similar environments.
• Strong communication and organisational skills.
• Ambitious, energetic and motivated individual.
• Candidate must have a positive outlook and be a keen problem solver.
• Must have a solutions focused attitude
• Proficiency in MS Excel, Word and Outlook.
• Highly organised.
• A team player with excellent attention to detail.