Building Maintenance Coordinator | Permanent | Full-Time | Dublin 14 | €38,000
Key Points
- Salary: €38,000 per annum
- Location: Dublin 14
- Contract: Permanent, full-time
- Work Environment: Fully office-based
- Hours: Monday to Thursday 8:30am–5:00pm | Friday 9:00am–5:00pm
- Department: Minor Works & Reactive Maintenance
- Benefits: Pension contribution, performance-related bonus, summer bonus subject to company performance, Christmas voucher, staff events and free on-site parking
- Ideal Background: Facilities Management, building maintenance, property maintenance or construction services
Job & Company Overview
Do you know how to keep maintenance jobs moving when priorities change, contractors are needed and clients are waiting for an update?
We are recruiting a Building Maintenance Coordinator to join the Minor Works & Reactive Maintenance division of an established building maintenance business in Dublin 14.
This is an operational coordination position sitting at the centre of a busy maintenance function.
When a new job comes in, you’ll help determine what needs to happen next. You’ll log the work, coordinate with the Scheduler, allocate appropriate in-house tradespeople or specialist subcontractors, monitor progress and keep the client informed until the work is complete and ready for invoicing.
You’ll work closely with Contracts Managers, carpenters, general operatives and external contractors, becoming an important link between the people requesting the work and those responsible for delivering it.
Because of that, we’re specifically looking for someone who already understands Facilities Management, building maintenance, property maintenance or construction services.
If you’re organised, comfortable managing competing priorities and enjoy the satisfaction of seeing a job progress from initial request through to completion, this could be an excellent next step.
Responsibilities
At a Glance
As Building Maintenance Coordinator, you will:
- Coordinate reactive maintenance and minor works
- Log and manage incoming work requests
- Allocate jobs to in-house tradespeople
- Arrange specialist subcontractors where required
- Work closely with Contracts Managers and Schedulers
- Monitor outstanding and ongoing maintenance works
- Keep clients informed of progress
- Coordinate quotations and approvals
- Track job costs and supporting documentation
- Prepare completed jobs for invoicing
- Maintain accurate records within the job management system
- Help resolve scheduling or operational issues as they arise
Coordinating Maintenance Works
Your primary responsibility will be keeping maintenance jobs moving.
You’ll receive new work requests and use the company’s job management system to record, track and progress each job.
Working alongside the Scheduler and Contracts Managers, you’ll establish priorities and coordinate the people required to complete the work.
Some jobs can be handled by the internal maintenance team. Others will require specialist skills outside the team’s capabilities.
You’ll therefore need to recognise when work should be allocated to carpenters or general operatives and when an appropriate external contractor needs to be arranged.
You won’t be expected to diagnose every technical problem yourself, but previous exposure to maintenance operations is important because you’ll need to understand the terminology, workflow and practical considerations involved.
Reactive Maintenance
Reactive maintenance rarely arrives according to a convenient schedule.
An important part of your role will therefore be assessing changing priorities and helping the team respond appropriately when urgent jobs arise.
You’ll monitor existing workloads, identify potential delays and work with colleagues to determine how resources should be allocated.
The strongest candidates will be comfortable managing numerous open jobs without losing sight of deadlines, client expectations or outstanding actions.
Client Communication
Clients need to know what’s happening with their maintenance requests.
You’ll provide clear updates throughout the process, respond to queries and follow up internally where additional information or action is required.
When delays occur or additional works are identified, you’ll help ensure the client understands what is required and that appropriate approvals are obtained before work progresses.
This makes communication skills particularly important.
You’ll need to be professional and confident on the telephone and by email while being comfortable following up with colleagues and contractors when information is outstanding.
Tradespeople & Subcontractor Coordination
You’ll work closely with both internal maintenance personnel and external specialist contractors.
Depending on the nature of the job, you’ll coordinate work with:
- Carpenters
- General Operatives
- Maintenance personnel
- Specialist trades
- Roofers
- External contractors and service providers
Where work falls outside the capabilities of the internal team, you’ll help source or coordinate the appropriate subcontractor and ensure the required information is available for the work to proceed.
You’ll then monitor progress and follow up as necessary until the job is completed.
Job Administration & Cost Control
Good maintenance coordination depends on good administration.
You’ll ensure job records remain accurate from the initial instruction through to completion.
This will include monitoring quotations, costs, approvals, contractor documentation and other supporting paperwork.
Where additional works are required, you’ll follow the appropriate process for obtaining client approval.
Once a job has been completed, you’ll check that the necessary documentation and cost information are available before passing it to Finance for invoicing.
Accuracy matters because missing information at any stage can delay both job completion and payment.
Requirements
Essential Experience
We’re looking for someone with:
- Previous experience in Facilities Management, building maintenance, property maintenance, construction services or another maintenance-led business
- Experience coordinating work orders, maintenance activities, contractors or tradespeople
- Strong administration and organisational skills
- Excellent telephone and email communication
- Good customer service skills
- Confidence managing multiple jobs and competing priorities
- Strong attention to detail
- Experience using Microsoft Office
- Confidence learning or using job management systems
Maintenance Industry Experience
This is the most important distinction to understand before applying.
Although the position is office-based and involves significant administration, it is not a general office administration role.
You’ll be coordinating real maintenance works involving internal tradespeople and external contractors, so previous exposure to the way building or facilities maintenance operates is important.
We are particularly interested in candidates coming from:
- Facilities Management companies
- Building maintenance providers
- Property management businesses
- Construction services
- Mechanical or electrical maintenance businesses
- Contractor or trade service companies
- Other property or maintenance-led environments
You don’t need to be technically qualified or come from a trade background. However, you should be comfortable discussing maintenance jobs, coordinating contractors and understanding the basic workflow involved in getting works completed.
Organisation & Prioritisation
There may be numerous open jobs at different stages at any one time.
One may be awaiting a quotation, another may require client approval, a contractor could be due on site and an urgent reactive issue may suddenly need immediate attention.
You’ll need a methodical approach that allows you to keep track of those moving parts without allowing important actions to be missed.
Experience working with work orders, scheduling systems, job trackers, CAFM platforms or maintenance management software would be particularly useful.
Communication & Customer Service
You’ll communicate with clients, Contracts Managers, Schedulers, tradespeople, contractors and Finance throughout your working day.
You should therefore be confident asking questions, chasing outstanding information, providing updates and dealing professionally with situations where priorities or expectations need to be managed.
We’re looking for someone who communicates clearly while remaining practical and solutions-focused.
IT & Administration
You’ll need good working knowledge of Microsoft Office and confidence using computerised systems.
Previous experience with a CAFM system, job management software, maintenance platform or similar operational system would be advantageous, although experience with the specific system used by the company is not required.
More important is your ability to maintain accurate records and quickly understand where each job sits within the maintenance process.
Who This Role Would Suit
This opportunity may particularly suit someone currently working as a:
- Facilities Coordinator
- Maintenance Coordinator
- Property Maintenance Coordinator
- Facilities Administrator
- Maintenance Administrator
- Service Coordinator
- Works Coordinator
- Contractor Coordinator
It could also provide a strong next step for an experienced Facilities Administrator who has already been involved in work orders, contractor coordination and maintenance scheduling and now wants greater responsibility for the full lifecycle of maintenance jobs.
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
- This is a fully office-based position.
- Free on-site parking is available.
Benefits
- Pension contribution
- Performance-related bonus, subject to company performance
- Summer bonus, subject to company performance
- Christmas voucher
- Staff social events
- Free on-site parking
- Permanent position within an established building maintenance business
Apply Now
If you already have experience within Facilities Management, building maintenance, property maintenance or construction services and enjoy coordinating people, contractors and work orders to keep maintenance operations moving, 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.
