Facilities assistant

Job Description
Facilities / Catering Assistant

Hours of work: 8:00 am to 4:30 pm

Monday to Friday, excluding public holidays and Good Friday

2 x 15 minute breaks at 9:45 am and 2:45 pm in the morning and afternoon

1-hour lunch break between 12 to 1pm

Hybrid / remote working is not available for this position

Place of work: Coimisiún na Meán, One Shelbourne Buildings, Dublin 4

Job Responsibilities
OVERVIEW:

To deliver a high standard of facilities service within a client building based in D4.

Key Responsibilities include but are not limited to:

Meetings / catering

· Preparing offices/rooms for events and meetings, by ensuring that meeting rooms and board rooms are sufficiently stocked with meeting room essentials such as snacks, water & tissues etc.

· Complete morning set up of meeting rooms and board room configurations when required.

· Carry out specific cleaning guidelines on equipment, such as coffee machines, microwaves water softeners, filtered taps, dish washers, etc.

· Monitor meeting room calendars in order to plan accordingly any additional equipment required such as AV etc along with the receptionist.

· Coordinate catering orders for internal and external meetings, placing orders, arranging for delivery and pick up, making teas, coffees, etc.

· Ensure that the client’s requirements for staff food provisions such as fruit, snacks are ordered as instructed by the client representative.

· Stocking kitchen areas with milk, coffee, etc.

· Running and emptying dishwashers

· Keeping kitchen and catering areas clean and tidy

· Maintaining an inventory of consumables / office supplies and placing orders in advance of depleting stock levels

· Flagging cleaning issues / requirements to cleaning contractor.

· Assist in the arrangements for additional cleans after functions and conferences training that maybe held on the client’s premises.

Reception

· Providing backup cover for receptionist for breaks and lunches, and unplanned absences.

· Making tea / coffee for visitors

Post / mail

· Manage all couriers, post and deliveries and carry out in-house deliveries when required

Stationery / office supplies

· Maintaining an inventory of consumables / office supplies and placing orders in advance of depleting stock levels

· Monitoring and stocking copier rooms / areas with office supplies, copier paper and other consumables.

General

· Manage day to day issues as they arise in a professional and prompt manner by adhering to either the clients service level agreement or expectancy.

· Provide support and updates to the Client’s Liaison Aramark account manager when required on all relevant issues that arise on the premises.

· Ensure that operational standards at the building meets the clients’ requirements.

· To be vigilant to any Health, Safety and Welfare risks in the development and bring any concerns to the attention of the Facilities manager and the Aramark account manager.

· Fire marshal and first aid responsibilities (training will be provided).

· Liaise / work with the on-site Facilities team

· Any additional duties that may arise from time to time, e.g., covering for the receptionist, assisting the Coimisiún na Meán Facilities team, etc.

Cleaning:

· Checking and replacing consumables (toilets, kitchens, etc.)

· General cleaning / tidying duties as directed by the Coimisiún na Meán Facilities team

· Liaising with the cleaning supervisor / team leader on cleaning issues arising.

· Undertaking periodic cleaning duties as directed by the Aramark cleaning supervisor / account manager.

Qualifications
Skills:

• Excellent standard of English

• Reliability and commitment to attendance at work

• An understanding of the Irish language (sufficient to transfer incoming calls in Irish to the relevant person at Coimisiún na Meán)

• Previous reception experience

• Proficient Competency in Microsoft Office

• Professional oral and written communication skills.

• At least 3 years’ experience in corporate or similar environments.

• Strong communication and organisational skills

• Energetic and motivated individual with the ability to use own initiative.

• Candidate must have a positive outlook and be a keen problem solver

• Good MS Excel, Word and Outlook Skills

• A team player with excellent attention to detail

· A background in customer care is desirable.

· Stock and inventory management experience is desirable but not essential.