Facilities, Fleet & Office Operations Coordinator
Location: Mulhuddart, Dublin 15
Employment Type: Full-Time, Permanent
Reporting to: Group Head of HR
Join Electro Automation Group
Electro Automation Group is a growing Irish-owned business with over 40 years of experience in automation, access control, security and integrated solutions. With operations across Ireland, Northern Ireland, the UK and Europe, our business continues to grow — and we are looking for a highly organised and proactive Facilities, Fleet & Office Operations Coordinator to join our Dublin team.
This is a varied, hands-on role with responsibility for keeping our offices, facilities and fleet running smoothly. You will be a key point of contact for employees, engineers, contractors, suppliers and visitors, making sure the day-to-day operational needs of the business are dealt with efficiently and professionally.
This is not simply an office administration role. It is an opportunity for someone who enjoys taking ownership, solving problems and making things happen, with the scope to develop and take on greater responsibility as Electro Automation continues to grow.
The Role
You will have three key areas of responsibility:
Fleet Management | Facilities & Office Operations | Front of House
You will work closely with our engineers and employees to ensure vehicles and associated documentation are kept fully up to date, coordinate facilities and maintenance requirements across the office, and provide a professional and welcoming front-of-house experience.
Fleet Management
Our engineers rely on their vehicles every day, so keeping the fleet organised, compliant and operational is a key part of this role.
You will:
- Manage day-to-day administration of the company fleet.
- Coordinate vehicle servicing, maintenance and repairs.
- Keep records of NCT, CVRT, motor tax, insurance and other vehicle documentation.
- Ensure engineers have the correct tax certificates and vehicle documentation.
- Manage fuel cards and toll tags.
- Coordinate vehicle bookings and garage appointments.
- Liaise with leasing companies, garages, insurers and other fleet suppliers.
- Organise vehicle handovers, returns and replacement vehicles.
- Monitor upcoming renewals and ensure everything is completed on time.
- Act as a key point of contact for engineers regarding fleet-related queries.
- Identify opportunities to improve fleet administration, compliance and cost control.
Facilities & Office Operations
You will take ownership of the day-to-day coordination of our office and facilities, ensuring our working environment is safe, professional and well maintained.
This will include:
- Coordinating maintenance and repair issues across the office and facilities.
- Organising tradespeople and contractors for repairs, servicing and maintenance.
- Liaising with electricians, plumbers, cleaners, alarm/security providers and other contractors.
- Following up on jobs to ensure issues are resolved promptly and to a good standard.
- Coordinating planned and preventative maintenance.
- Managing office supplies, stationery and workplace stock.
- Ordering stock and ensuring essential supplies are always available.
- Maintaining meeting rooms, kitchens, reception and communal areas to a high standard.
- Managing keys, access cards, gate fobs and visitor access.
- Supporting Health & Safety and workplace compliance administration.
- Building strong working relationships with contractors and suppliers.
- Looking for practical ways to improve the office environment and how we operate.
Front of House & Visitor Experience
You will also play an important role in creating a professional first impression of Electro Automation.
You will:
- Welcome visitors, customers, suppliers and contractors in a professional and friendly manner.
- Manage the reception area and ensure it is maintained to a high standard.
- Answer and direct incoming telephone calls.
- Manage incoming and outgoing post and courier deliveries.
- Coordinate visitor access and ensure visitors are directed appropriately.
- Support meeting room and visitor arrangements.
- Act as a helpful first point of contact for employees and visitors coming into the business.
Employee App & Business Support
As part of the wider office operations function, you will also:
- Maintain employee access for new starters and leavers on the company app.
- Upload approved company news, policies and communications.
- Liaise with App Champions and the system provider when required.
- Assist with meeting logistics and occasional travel arrangements.
- Provide general operational support across the business when required.
What We're Looking For
We are looking for someone who is organised, practical and proactive — someone who doesn't wait for problems to become bigger before dealing with them.
You may currently be working in facilities coordination, office management, fleet administration, operations administration, workplace coordination or a similar role.
You will ideally have:
- Experience coordinating facilities, fleet, office operations or administration.
- Experience dealing with contractors, suppliers and service providers.
- Strong organisational and administration skills.
- Excellent attention to detail, particularly around compliance and renewals.
- The ability to manage several priorities at the same time.
- Good communication skills and the confidence to deal with employees, engineers, contractors and visitors.
- Strong Microsoft Office skills.
- A professional and approachable manner.
- A practical, "get it done" attitude.
- The ability to work independently and take ownership of your responsibilities.
Experience in fleet administration would be particularly valuable, although we are also interested in candidates with strong facilities or office operations experience who are keen to develop their fleet management skills.
Why Join Electro Automation?
This is an opportunity to join a growing business where your contribution will be visible and valued.
You will have responsibility across several important areas of the Group and will work with people right across the organisation. No two days will be exactly the same — one day you could be organising a vehicle service for an engineer, the next coordinating a contractor repairing a facility, ordering office stock or welcoming an important customer to reception.
We want someone who wants to grow with the role.
As Electro Automation continues to expand, there will be opportunities to broaden your responsibilities, develop your operational knowledge and progress within the Group.
If you are looking for a role where you can take ownership, make a difference and build your career, we would like to hear from you.
The Person We Want
Above all, we are looking for someone who is:
Organised. Proactive. Professional. Reliable. Practical.
Someone who sees a problem and takes ownership of getting it resolved.
Someone who enjoys dealing with people, keeping things organised and making sure the business has what it needs to operate effectively.
If that sounds like you, we would love to hear from you.
·
Pay: €38,000.00-€41,000.00 per year
Benefits:
- Bike to work scheme
- Company events
- Company pension
- Employee assistance program
- On-site parking
- Sick pay
Application question(s):
- What are your salary expectations?
Experience:
- Procurement/Fleet: 1 year (required)
Work authorisation:
Work Location: In person
