Facilities & Office Operations Coordinator
Reports To: Group Head of HR
Location: Electro Automation Group – Dublin
Purpose of the Role
The Facilities & Office Operations Coordinator is responsible for coordinating the operational services that underpin the effective running of Electro's head office and associated facilities. The role provides ownership of facilities coordination, reception services, fleet administration and office operations, ensuring our offices operate in a safe, professional and efficient manner.
This is a highly visible role that works across all departments, coordinating essential services, managing key supplier relationships and continually seeking opportunities to improve our working environment and support the ongoing growth of the business.
Key Responsibilities
Facilities & Office Operations
· Coordinate day-to-day facilities queries from employees and building tenants.
· Liaise with contractors and service providers to ensure maintenance and repairs are completed promptly.
· Coordinate planned preventative maintenance and monitor contractor performance.
· Maintain meeting rooms, reception, kitchens and communal areas to a high standard.
· Manage office supplies and workplace resources.
· Administer employee access cards, keys, gate fobs and visitor passes.
· Support Health & Safety administration and visitor management.
· Identify opportunities to improve the office environment and operational efficiency.
Fleet Administration
· Maintain records for the company fleet.
· Coordinate servicing, maintenance, NCT/CVRT, tax and insurance renewals.
· Administer fuel cards and toll tags.
· Liaise with leasing companies, garages and suppliers.
· Coordinate vehicle handovers, returns and replacement vehicles.
· Monitor fleet compliance and issue renewal reminders.
Reception & Visitor Experience
· Provide a professional welcome to visitors, customers and suppliers.
· Answer and direct incoming telephone calls.
· Process incoming and outgoing post and courier deliveries.
· Maintain a welcoming and professional reception environment.
Employee App Administration
· Maintain user access for new starters and leavers.
· Upload approved company news, policies and key communications.
· Liaise with App Champions and the system provider where required.
Business Support
· Provide administrative support for office operations as required.
· Assist with meeting logistics and occasional travel arrangements.
Continuous Improvement
· Recommend practical improvements to facilities, office operations and service delivery.
· Support projects that enhance the working environment and employee experience.
Skills & Experience
· Experience in office coordination, facilities or administration, fleet management.
· Excellent organisational and communication skills.
· Strong customer service focus.
· Ability to prioritise and work independently.
· Proficient in Microsoft Office.
Personal Attributes
· Professional, approachable and proactive.
· Highly organised with excellent attention to detail.
· Positive, reliable and solutions focused.
· Strong relationship-building skills.
Key Performance Measures
· Facilities issues coordinated and resolved within agreed timescales.
· Fleet servicing and compliance maintained.
· Professional visitor and reception experience.
· Accurate employee app administration.
· Well-maintained office environment.
Benefits:
- Bike to work scheme
- Company events
- Company pension
- Employee assistance program
- On-site parking
- Sick pay
Work authorisation:
Work Location: In person
