Estates Data Support and Service Coordinator

Overview

• 6 month secondment
• €42,230 per annum
• Home Based with occasional travel to client sites as required (Ireland)

Role Purpose

The Estates Data Support and Service Coordinator will provide administrative and coordination support to the Facilities Services Manager in delivering operational compliance activities. Act as assistant to the CAFM System superuser Administration for all Ireland sites and act as secondary system administrator, for the CAFM system set-up, data management and reporting function.

Responsibilities

Key Responsibilities

Administration & Document Management

• Assist in maintaining management if Yugo CAFM system and associated data.
• Contribute to the data collation and associated creation of all necessary works packages as necessary.
• Upload, organise and version control compliance documentation.
• Support Estates Data Manager and Service Coordinator with raising and managing purchase orders
• Support the collection of documentation from operational teams, contractors and consultants.

• Assist with resolving routine system administration queries.
• Supporting the tracking and monitoring of remedial works, including latent defects
• Supporting the preparation H&S files for small projects.

Compliance Coordination

• Maintaining electronic statuary and best practice compliance records. Ireland only.
• Monitor outstanding actions and issue reminders to relevant stakeholder.
• Assist with monitoring statutory compliance deadlines.
• Produce reports and data extracts from the system to support compliance monitoring.

Fire & Health & Safety and Legionella Action Management

• Support the Facilities Services Manager in monitoring actions arising from Fire Risk Assessments (FRAs), Health & Safety Risk Assessments and Legionella Risk Assessment reviews.
• Maintain action trackers and update progress as evidence is received.
• Chase outstanding actions with operational teams and contractors.
• Record completion evidence and ensure documentation is filed appropriately.
• Prepare reports highlighting outstanding actions and upcoming deadlines for review by the Facilities Services Manager
• Escalate overdue documentation or missing evidence to the Facilities Services Manager.

Mandatory Occurrence Reporting

• Record incidents and supporting information as directed by the Facilities Services Manager.
• Track actions arising from Mandatory Occurrence investigations.
• Prepare updates and reports for internal and client review.

General Administration

• Provide day-to-day administrative support to the Facilities Services Manager.
• Respond to routine enquiries relating to compliance documentation.
• Support continuous improvement of document management systems and administrative processes.
• Execute additional duties as assigned by management that fall within the general scope of the role to support evolving business needs

Scope of Authority

The role primarily provides operational and administrative support but can act as the main point of contact during periods of absence.

Qualifications

Person Specification

Essential

• Knowledge of statuary and best practice guideline relevant to the role.
• Knowledge of CAFM system, Data Management, Data Processing and Reporting.
• Knowledge of budget collation, management, tracking and reporting.
• Knowledge of procurement systems and transaction processing.
• Knowledge of contractor and stakeholder management.
• Previous administrative or compliance support experience.
• Excellent organisational and document management skills.
• High level of accuracy and attention to detail.
• Strong communication and interpersonal skills.
• Ability to manage multiple tasks and deadlines.
• Proficient in Microsoft Office, including Excel, Word and Outlook and CAFM system

Desirable

• NFQ level 6 or higher qualifications.
• Experience working within Health & Safety, Fire Safety, Property or Facilities Management.
• Knowledge of compliance management.
• Experience using document management or compliance systems.
• Experience within residential property, student accommodation or facilities management.

Key Competencies

• Organisation and planning
• Attention to detail
• Communication
• Teamwork
• Customer focus
• Time management
• Problem solving
• Continuous improvement

Success Measures

• Compliance documentation maintained accurately and on time.
• Records kept organised and up to date.
• Compliance trackers maintained with minimal errors.
• Actions monitored and progressed within agreed timescales.
• High-quality administrative support provided to the Facilities Services Manager.
• Positive feedback from colleagues and clients.