Facilities Co-ordinator

POSITION SUMMARY:

The Facilities Co-ordinator will have responsibility for the smooth running of the Facilities function in a growing multi-site organisation and the provision of related administration and facilities support as required.

Please note: This is a permanent, part-time (3.5 day working week) position located in our National Office, 16 Westland Square, Dublin 2.

PRIMARY RESPONSIBILITIES:

Facilities / Premises Management

• Overseeing the Facilities management function across Jigsaw in conjunction with the DFO.
• Administration of the Facilities Helpdesk, triaging and supporting resolution of issues that arise.
• Supervision of services provided by contractors, reviewing the quality of service provided and ensuring value for money.
• Management of supplier relationships and sourcing competitive quotes.
• Oversight of planned maintenance schedule for all Jigsaw premises.
• Work with the Services team on overseeing Business Continuity Plans (BCPs).
• Retain oversight of key-holding responsibilities across Jigsaw and be a respondent on alarm activations.
• Supporting the DFO in the opening / refurbishment / re-location of Jigsaw hubs.
• Resolving internal building maintenance issues that are within scope of competence both at NO and at local hubs, and related liaison with landlords as appropriate.

Health and safety

• Take a prominent role on Jigsaw’s H&S Steering Group, undertaking health and safety related tasks at National Office and at service level, and addressing any issues promptly.
• Deliver training and conduct assessments in H&S disciplines to staff in line with qualifications. (Manual handling, Display Screen Equipment etc.)
• Coordinate the identification, management and mitigation of premises and property related risks through effective risk management including oversight of service floor walks.

Administration

• Liaising with the DFO in the directing, coordinating and planning essential central services at National Office such as reception, security, maintenance, mail, and cleaning.
• Oversight of administration paperwork (documented quotes, purchases orders, invoices etc.) in relation to facilities management.
• Work with the Finance team on developing and managing the Facilities annual budget. Supporting the DFO in preparing documents for e-tenders.

Requirements

KNOWLEDGE, SKILLS AND EXPERIENCE REQUIRED:

Essential Criteria:

• A qualification in Facilities Management or similar discipline.
• Three years' experience managing a variety of tasks with experience in supporting a team within a facilities management environment.
• Excellent organisational, analytical and facilities management skills.
• A full clean driving licence.
• Computer literacy such as MS Word, Excel, PowerPoint, and Outlook.
• Excellent communication skills and the ability to work with a range of professionals.
• Passionate about young people’s mental health and achieving change in Irish society.
• The capacity to work both on their own initiative and as part of a small team.
• Ability to prioritise workload and maintain a structured service delivery.
• Ability to travel for work and the willingness to work occasional evenings and weekends, as required.

Desirable Criteria:

• A recognized health and safety qualification would be an advantage.
• Project Management experience.

Benefits

Salary commensurate with qualifications and experience. Factors taken into account in determining an appropriate scale include the candidate’s knowledge, skills, experience and qualifications relevant to the job.

The salary range for this role is €42,000 - €57,000

Jigsaw operates the following benefits for its employee’s

• Defined contribution pension scheme. 10% Employer / 5% Employee
• 10% Discount on Laya Healthcare
• Annual leave 25 days, exclusive of public holidays and 1.5 company days.
• Comprehensive annual CPD schedule
• Financial support for further education

Please note:

• The closing date for applications is Tuesday 18th March. Interviews are scheduled to take place on Monday 24th March.
• Applications are by way of online application form only & CVs will not be accepted. Please fill out all fields of the application form.
• The above Job Description is not intended to be a comprehensive list of all duties involved and consequently, the post holder may be required to perform other duties as appropriate to the post which may be assigned to him/her from time to time and to contribute to the development of the post while in office.
• As Jigsaw is a regional organisation, this role may require access to a car and the post may require travel for work and a willingness to work occasional evenings and weekends, as required.
• All Jigsaw staff members are required to obtain Garda clearance as a condition of their initial and continued employment.
• Jigsaw is an Equal Opportunities Employer.
• All documentation received by Jigsaw will be processed in accordance with the Data Protection Acts, 1988 and 2003. The information will only be used by Jigsaw in the processing of job applications and for ongoing administrative purposes with job candidates.