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IFM Contracts Assistant

Please Note: The application deadline for this job has now passed.

Job Introduction

 

 

 

Role Responsibility

  • Assist the GSM and management team with all building related activities and tasks. (Evaluate areas where work is planned, meet & greet and accompany subcontractors)
  • Proactively support and deliver a collaborative and co-operative environment across the FM workplace site team.
  • Deliver and sustain an exceptional customer service experience in relation to FM Services actively responding to any escalations. (Manages escalations for operational issues – point of contact (direct to relevant person, investigate and report back)
  • Management of the account holiday and absenteeism tracker of 65 team members
  • collaborate with the GSM & RWL to ensure that all client requirements are clearly documented and communicated to the site team to ensure consistent service delivery to onsite clients. (Any new documents, policy’s, and procedures Microsoft bring in communicate to the team)
  • Co-ordinate the completion of overall KPI’s for processes and compliance for the internal quality, health and safety of the IFM contract.
  • Enhance service delivery through best practice and the effective use of systems and equipment. (This is having the Microsoft and Sodexo systems communicating for best utilisation of the systems and to manage time more effectively).
  • Perform administrative tasks adhering to compliance and the operational business process / procedures and deliver to timelines in relation to Helpdesk | maintenance | asset list | replacement program.
  • Assist with on boarding for new team members.
  • Assist in the implementation of continuous improvement activities and initiatives at the site. (Looking at current procedures and processes and then streamlining them to make them more efficient.)
  • Responsible for producing reports both monthly and quarterly for the client reviews.
  • Ensure payment, (follow up on accounts receivable and clients to ensure no queries)
  • Go through statements from suppliers, cross reference with invoices raised and then advise accounts payable on outstanding issues
  • Manage PO spend on projects keep project manager up to date on their spend
  • Follow up on any unpaid invoices to resolve any queries.
  • Raise and manage PO’s on behalf of Microsoft and liaise with their subcontractors.
  • Raise Purchase Orders for MS and Sodexo (Raise PO’s from Microsoft for Sodexo services).
  • Sodexo rep on Microsoft Safety Committee
  • Sodexo rep on the Microsoft Green Team
  • Cover holidays or sickness for FoH, Operations lead, FM co-ordinator roles and any ad hoc tasks as required.
  • Co-ordinate and complete all governance documents relating to all services
  • Co-ordinate and keep up to date all training requirements | refreshers for all services
  • Co-ordinate and ensure H&S compliance for all non-technical services i.e. monthly, quarterly, annual checks

to ensure Safegard readiness at all times

  • Keep all personnel folders up to date to ensure compliance and readiness for ETP audits
  • Supporting finance manager as required
  • Assist with processing of payroll for 65 team members
  • Carry out other reasonable tasks as directed by management.
  • This job description is intended to give the post holder an appreciation of the role envisaged and the range of duties and responsibilities to be undertaken. It does not attempt to detail every activity. Specific tasks and objectives will be agreed with the post holder at regular intervals. The post holder will be required at all times to perform any other reasonable task, as requested by the Line Manager in order to meet the operational needs of the business.

The Ideal Candidate

Essential

  • Excellent skills developing a high service culture
  • Ability to communicate effectively in a variety of written and verbal formats with a wide range of people.
  • The ability to develop and maintain excellent customer relationships.
  • Strong time management skills and motivation – ability to work to deadlines and under pressure.
  • Commitment to own personal professional development.

Excellent IT skills – Word, Spreadsheets, PowerPoint, Databases, Email, SAP and relevant site programmes

Package Description

 

  • IFM & Contract Assistant
  • 39 Hours per week
  • 5 Days per week
  • Training will be provided
  • Please send your cv to stephanie.connolly@sodexo.com

About the Company

In the UK and Ireland, Sodexo employs some 35,000 employees to deliver integrated facilities management services to clients at over 2,000 locations in the corporate, healthcare, education, leisure, defence and justice sectors. With an annual turnover of over £1bn, we provide everything from catering, cleaning and reception to security, laboratory and grounds maintenance services, enabling our clients to focus on their core business.

We are building on our support to the Armed Forces community through the development of specific pathways within our recruitment process to  support ex-forces personnel and reservists, those applying for jobs with us who meet the ideal candidate criteria for the role advertised are guaranteed to progress to the selection process

Salary €35000 - €38000
Frequency Monthly
Job Reference SDX/TP/224/51605
Contract Type Permanent – Full Time
Closing Date 06 November, 2019
Job Category Maintenance and Engineering
Business Unit ROI Corporate Services
Location Dublin 18 , Republic of Ireland
Posted on 22 October, 2019

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