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Facilities Administrator

As a Facilities Administrator in a dynamic data centre environment, you’ll be essential in supporting daily operations and ensuring efficiency across the site. In this role, you’ll coordinate maintenance requests, manage work orders, and liaise closely with engineering teams to meet service level agreements (SLAs). Your responsibilities will include handling client inquiries, prioritizing issues, and maintaining up-to-date records, including Quality, Health, Safety, and Environment (QHSE) documentation. The ideal candidate is organized, proactive, and detail-oriented, with experience in facilities management or administrative support. They thrive in fast-paced environments, communicate effectively, and are skilled in using facilities management software to streamline processes and document tasks accurately. This position is ideal for a professional who combines strong administrative skills with technical awareness and a commitment to operational excellence.
Location: Dublin 15
Contract: Permanent
Position: Full-Time
Salary: €35k - €38k (doe)
Hours Per Week: 39 Hours Per Week
Work Environment: Professional Office Based

Facilities Administrator, Dublin 15, VAC-11968

Job Overview

Join a thriving data centre environment as a Facilities Administrator, where you’ll play a key role in supporting facilities and engineering operations. In this position, you will perform essential administrative and support tasks, helping to ensure a well-organised, compliant, and efficient workplace. You’ll work closely with on-site teams to coordinate maintenance, prioritise service requests, and streamline daily workflows. This is an excellent opportunity for a facilities management or administrative support professional to make an impact in a high-tech, high-performance setting and gain valuable experience in data centre operations while advancing their career in facilities administration.

Key Responsibilities

  • Customer Support: Provide responsive support to clients by handling calls and emails professionally, ensuring all inquiries are addressed effectively.
  • Task Prioritisation: Determine fault priorities and coordinate responses based on provided information.
  • Team Coordination: Collaborate with on-site teams and head office to manage workflow, including accurate processing of purchase orders and quotations.
  • Supply Chain Management: Monitor and direct the supply chain to meet service level agreements (SLAs) consistently.
  • Contract Compliance: Ensure all tasks align with the contract scope to uphold service standards.
  • Work Order Management: Generate, assign, and track work orders, ensuring timely allocation of resources.
  • Innovation Implementation: Proactively identify opportunities for performance improvement across the contract to meet or exceed client expectations.
  • Performance Tracking: Oversee the status of calls and tasks from initiation through to completion, maintaining updated records.
  • Engineer Allocation: Coordinate and assign engineering resources to fulfill maintenance and reactive service calls within SLAs.
  • Documentation Management: Maintain Quality, Health, Safety, and Environment (QHSE) documentation as per compliance standards.
  • System Maintenance: Act as a primary user for systems that manage Preventive Planned Maintenance (PPM), reactive requests, and reporting.
  • Team Culture: Uphold and promote the company’s culture and values, ensuring a positive and productive work environment.
  • Personnel Records: Maintain up-to-date records on new hires, role changes, and contact details.

Requirements

  • 2+ Years of Facilities or Administrative Experience: Demonstrated experience in facilities management, contract administration, or a similar role in a high-demand environment.
  • Proven Ability to Prioritise Tasks Effectively: Skilled in handling a high volume of requests and prioritising tasks, with the ability to meet strict service level agreements (SLAs).
  • Strong Communication Skills: Experience in professional email and phone communication, with a track record of effective interaction across all organisational levels and with clients.
  • Experience with Facilities Management Systems: Proficient in at least one facilities management software system (e.g., CAFM, CMMS) and experience in managing work orders and preventive maintenance records.
  • 100% Accuracy in Documentation Management: High attention to detail with a track record of maintaining error-free records for contracts, QHSE documentation, and team updates.
  • Problem-Solving Skills: Proven ability to proactively identify and address issues, ideally with documented examples of implemented improvements.
  • Supply Chain Coordination Experience: At least 1 year of experience managing supplier relationships and coordinating supply chain activities to achieve timely and SLA-compliant service delivery.
  • Knowledge of QHSE Standards: Familiarity with Quality, Health, Safety, and Environment guidelines, with previous experience maintaining documentation in compliance with these standards.

Application Process

Interested candidates are invited to submit their resumes along with a cover letter detailing their relevant experience. Please ensure that you are eligible to work in Ireland as we are unable to provide visa sponsorship for this position. Our recruitment team will review applications and contact candidates who meet the criteria for this role.

Catherine, Director and Lead Recruiter on this Latest Vacancy
If you would like to know more about this role please email catherine@hallrecruitment.ie

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