Building Maintenance Coordinator | Permanent | Full-Time | Rathfarnham, Dublin 14 | €38,000
Key Points
- Salary: €38,000 per annum
- Location: Dublin 14
- Hours: Monday to Thursday 8:30am – 5:00pm | Friday 9:00am – 5:00pm
- Work Environment: Fully office-based
- Benefits: Pension contribution, performance-related bonus, summer bonus (subject to company performance), Christmas voucher, staff social events, free on-site parking
- Department: Minor Works & Reactive Maintenance
Job & Company Overview
Are you an organised administrator with experience working in Facilities Management, Building Maintenance or Construction who enjoys coordinating people, managing multiple priorities and ensuring work gets completed efficiently?
We’re recruiting a Building Maintenance Coordinator to join a well-established and highly respected Building Maintenance Division supporting reactive maintenance and minor works projects across a diverse client portfolio.
This is not a general administration position.
You’ll play a key operational role, coordinating maintenance works from the moment a client reports an issue through to the completion of the work and final invoicing. Working closely with Contracts Managers, Schedulers, in-house tradespeople and specialist subcontractors, you’ll ensure maintenance jobs are allocated correctly, progress smoothly and are completed to a high standard.
This role is ideal for someone who enjoys working in a fast-paced office where organisation, communication and problem-solving are essential to keeping operations running efficiently.
Responsibilities
Summary
As Building Maintenance Coordinator, you will:
- Coordinate reactive maintenance jobs from instruction through to completion
- Allocate work to in-house tradespeople and specialist subcontractors
- Work closely with Contracts Managers and Schedulers to prioritise workloads
- Keep clients updated on the progress of maintenance works
- Monitor paperwork, quotations and job costs
- Prepare completed jobs for invoicing
- Ensure accurate administration throughout the maintenance process
Job Coordination & Scheduling
Your primary responsibility will be coordinating reactive maintenance work across a busy Building Maintenance Division.
Using the company’s job management system, you’ll log new work requests, allocate jobs to the most appropriate in-house tradesperson or specialist subcontractor and work alongside the Scheduler to ensure jobs are completed within agreed timeframes.
Success in this role depends upon your ability to balance multiple priorities while keeping maintenance works progressing efficiently from start to finish.
Client & Contractor Communication
You’ll act as an important point of contact between clients, Contracts Managers, maintenance teams and subcontractors.
Keeping clients informed throughout the maintenance process, responding to queries professionally and ensuring everyone involved understands the status of each job will form a significant part of your day.
Strong communication skills and excellent customer service are essential, particularly when coordinating reactive maintenance where priorities can change quickly.
Administration & Job Management
Attention to detail is critical.
You’ll monitor job documentation, follow up on outstanding paperwork, track costs, obtain client approval for additional works where required and ensure completed jobs contain all the information needed before being passed to the Finance team for invoicing.
Accurate record keeping helps ensure projects are completed efficiently while supporting smooth commercial and financial processes.
Operational Support
Working closely with Contracts Managers and the wider maintenance team, you’ll help coordinate workloads, identify potential scheduling issues and contribute to the efficient day-to-day operation of the Minor Works & Reactive Maintenance Division.
You’ll also support continuous communication between office-based staff and site teams to help minimise delays and maintain excellent service delivery.
Requirements
Summary
The successful candidate will have:
- Previous experience within Facilities Management, Building Maintenance, Property Maintenance, Construction or a similar maintenance-led environment
- Strong administrative and organisational skills
- Experience coordinating work orders, contractors or maintenance activities
- Excellent communication and customer service skills
- Confidence using job management systems and Microsoft Office
- Ability to manage multiple priorities within a fast-paced environment
Industry Experience
Applicants must have previous experience working within Facilities Management, Property Maintenance, Building Maintenance, Construction Services or another maintenance-led business.
Because you’ll be responsible for allocating work to carpenters, general operatives and specialist subcontractors, you’ll need an understanding of how maintenance works are prioritised, scheduled and delivered.
Candidates whose experience is limited to general office administration or customer service without exposure to maintenance operations are unlikely to have the knowledge required for this role.
Organisation & Communication
You’ll be highly organised and capable of managing numerous reactive jobs simultaneously while maintaining excellent attention to detail.
You’ll also be confident communicating with clients, contractors and colleagues, providing updates and resolving issues professionally as they arise.
The ability to remain calm under pressure while making practical decisions is essential in this busy operational environment.
IT Skills
You’ll be comfortable using job management systems together with Microsoft Office applications to record jobs, monitor progress and maintain accurate operational records.
Previous experience working with maintenance management software or facilities management systems would be advantageous.
Important Information
Salary
- €38,000 per annum
Hours of Work
- Monday to Thursday: 8:30am – 5:00pm
- Friday: 9:00am – 5:00pm
- One-hour lunch break
Location
- Dublin 14
- Fully office-based
- Free on-site parking
Benefits
- Pension contribution
- Performance-related bonus (subject to company performance)
- Summer bonus (subject to company performance)
- Christmas voucher
- Staff social events
- Excellent long-term career stability within an established business
Apply Now
If you have experience coordinating maintenance works within a Facilities Management, Building Maintenance or Construction environment and enjoy working in a fast-paced operational role, we look forward to receiving your application.
At Hall Recruitment, we’re dedicated to building diverse and authentic workplaces. We also know that excellent candidates rarely match 100% of a job description. If you meet around 70% of the criteria for this role, please don’t hesitate to get in touch.
