Facilities Coordinator (PPM)
O’Brien Facilities Limited · Full-time, permanent · €38,000
About us
O’Brien Facilities is a growing Irish construction and facilities management company delivering works and maintenance contracts for public-sector and commercial clients across Munster. Our planned & preventative maintenance (PPM) division is expanding quickly — we’ve added a significant number of new contracts in the past year — and we’re building the team to match. This is a new role created by growth, reporting directly to management, with real ownership from day one
The Role:
You’ll be the engine room of our PPM division: the person who makes sure every scheduled maintenance visit happens on time, every subcontractor turns up prepared, and every client knows exactly where things stand. Our business development lead wins the contracts — you make sure they run flawlessly.
Day to day you will:
- Own and maintain our FM software (CAFM system) — it’s the backbone of the division: keep every contract, asset, PPM schedule, subcontractor and service record in it accurate and up to date
- Run the PPM schedule through the system across all maintenance contracts — plan visits, book subcontractors, and keep the calendar ahead of every SLA and compliance deadline
- Coordinate and chase our subcontractor network: confirm attendance, collect service dockets, certs and reports after every visit
- Be the day-to-day contact for our PPM clients — updates, queries, scheduling changes, and issuing monthly/quarterly service reports
- Log and dispatch reactive callouts, tracking them through to completion and invoicing handover
- Maintain the compliance file for each contract — RAMS, insurances, certificates, and service records, audit-ready at all times.
What we’re looking for:
- 2–4 years’ experience in facilities management, service contracting, or a similar coordination/scheduling role (FM service provider or busy maintenance contractor background ideal)
- Seriously organised — you run a schedule; it doesn’t run you
- Excellent communicator on the phone and in writing — comfortable managing clients and holding subcontractors to account
- Confident with software — this role lives in our FM/CAFM system daily, so hands-on experience with a platform like Maintainly, Joblogic, SimPRO or BigChange is a strong advantage, and genuine comfort learning new systems is essential
- Someone who takes ownership: when a visit slips or a cert is missing, you notice first and fix it
What you’ll get
- €38,000 depending on experience
- Up to 5% pension contribution match
- A newly created role in a fast-growing division — genuine scope to grow into contract management as the ledger expands
- Direct access to management and a company actively investing in modern systems and ways of working.
Pay: From €38,000.00 per year
Benefits:
- Company pension
- On-site parking
Education:
- Advanced/Higher Certificate (preferred)
Experience:
- Facilities maintenance: 3 years (preferred)
Language:
Licence/Certification:
- Drivers Licence (preferred)
Work authorisation:
Work Location: In person
