• Identify maintenance and safety concerns, and ensure corrective maintenance actions are developed 
• Conduct and/or participate in scheduled facility walkthroughs and audits as appropriate, and ensure corrective measures are implemented to resolve identified deficiencies in a timely manner
• Communicate issues to the manager and provide recommendations for resolution in a timely manner
• Perform audits of facility processes and inventory for accuracy verification
• Receive, evaluate & prioritize facility issues/concerns submitted to the Help Desk, forward calls to appropriate supervisors/craft
• Receive personnel move requests, develop schedules for moves and coordinate WRPS and Mission Support Alliance (MSA) resources (involving multiple crafts from both WRPS and MSA) to complete the moves
• Responsible for the majority of facilities part of implementing facility security plans and agreements (APAs), issue and provide verification of keys and access control system for WRPS personnel, including maintenance of all official use only records
• Serve as the point of contact for all building-related activities for the assigned facility
• Track Facility Preventive and Corrective maintenance activities
• Assess computers to ensure they can be nationalized and schedule them for nationalization
• Evaluate, manage and make adjustments to facility schedules, as emergent work requests are submitted, creating multiple competing priorities
• Effectively and efficiently, communicate with facility managers on a daily basis to ensure building issues/concerns are resolved
• Coordinate with the Move Coordinator and other facilities' personnel in implementing office allocation to ensure office spaces are available and set up for new hires and/or existing personnel
• Evaluate and process daily service requests from the customer to ensure appropriate services personnel and equipment 
• Provide direction of onsite ETVS proxy and building setup

Skills: Maintenance Oversight, Facility Audits, Issue Resolution, Inventory Audits, Move Coordination, Security Management, Maintenance Tracking, Facility Communication Coordination.

• Respond to urgent maintenance calls and participate in the creation of emergency preparedness plans.
• Serves as a liaison between company employees and Facilities Maintenance Supervisor or contractors called in to fix problems.
• Reviews replies, follows up with requesters and/or vendors, notifies when items are completed, and provides overall assistance in managing ServiceNow.
• Performs facility maintenance and repairs through monthly site visits and analysis of centers. 
• Identifies maintenance and repair items that need to be resolved.
• Ensures that all mechanical systems and equipment are operational and properly maintained and that all common areas are well-maintained.
• Schedules preventative maintenance for the safe, efficient, and effective operation of all locations.
• Carries out set procedures to be followed in the event facilities cease functioning, function improperly, or present a threat to the health and safety of employees or customers.
• Assists in opening secure doors or opening doors when a person is locked out of a workstation or office.
• Assists facilities team to investigate, analyze, and determine whether to escalate facilities issues to the Manager of facilities.
• Provides seamless support to facilities team members and staff.
• Manages all building and equipment maintenance. Reviews furniture needs.
• Tracks invoices, payments, credits, budgets, etc.
• Monitors inspections, certifications, licenses, maintenance, etc.
• Oversees cleaning and landscaping.
• Lease maintenance review, communication with landlord and updating contact sheets.
• Tracks equipment warranties with ServiceNow.
• Assists with the planning of future projects within the organization. 

Skills: Emergency Response, Vendor Liaison, Facility Maintenance, Preventative Maintenance Scheduling, Procedure Implementation, Access Assistance, Financial Tracking, Facility Oversight.

• Report any faults in the access entry system
• Follow all Health & Safety and Environmental requirements that are defined in work instructions or communicated in training
• Follow required emergency prevention and operational controls
• Act as a part of site Emergency team i.e. Fire Marshall, as required for emergency control activities
• Ensure all accidents, occupational illnesses, and emergencies are recorded in relevant books/documentation
• Co-ordinate and monitor FM Operations of 3rd party maintenance supplier activities and report any corrective works arising
• Raise Purchase Orders for goods or services as required, in compliance with business controls
• Undertake general team administration duties for the Reception service
• Conduct monthly self-assessment SLA checks in support of quarterly contract performance requirements
• Co-ordinate site waste and recycling arrangements
• Co-ordinate statutory fire testing and associated checks
• Supporting heads of service within the Facilities team.
• Email and diary management.
• Preparation and collation of reports
• Arranging and attending meetings and taking minutes (meetings are recorded)

Skills: System Fault Reporting, Health & Safety Compliance, Emergency Response, Facilities Coordination, Purchase Order Management, Administrative Support, Waste Management, Report Preparation.

• Responsibility for effective cleaning and hygiene standards in operational and non-operational areas.
• Play an active role in an emergency response procedure.
• Ensure all work is completed in accordance with Altran processes & procedures
• Management of waste streams
• Provide a professional service to those requesting additional Facilities to help
• Provide assistance with moving furniture, equipment and relocation 
• Checking appliances, fittings and general environment are in good working order and all defects reported
• Support the Facilities and Building Management team in the upkeep of all maintenance and service records.
• Plan maintenance works and distribute key information such as Risk Assessments and Method Statements to relevant persons.
• Raise purchase orders for the department, sense check invoicing, and approve payment upon completion of works.
• Provide administrative support across the Facilities team.
• Support the setup and renewal of Facilities Maintenance Contracts through the Vendor Management process.
• Manage relationships with external service providers, ensuring delivery of PPM on time.
• Minute taking for Facilities meetings and distribution of agendas.
• Filing of electronic and hard copy documents.
• Organise on-site meetings with contractors and internal stakeholders

Skills: Cleaning Standards Enforcement, Emergency Response, Waste Management, Facilities Maintenance, Administrative Support, Vendor Management, Relationship Management, Meeting Coordination.

• Monitor & Coordinate the overall upkeep of the Facility and coordinate with facility vendors for ongoing services & facility supplies/installations
• Support new vendor registration, getting quotations, negotiations, and vendor evaluation.
• Route any facility spends requirements through the Global Real Estate Manager
• Facility purchase cart raising, GRN confirmation
• Track all invoices, and coding of invoices.
• Monthly spend reporting & analysis vs AOP
• Handle site facility issues including employee queries
• Managed/supported facility project under guidance from a Global Real Estate Manager
• Target annual Facility contract by defining scope, SLA & managing vendor performance
• Maintain Facility dashboard as per Facility Guide
• Volunteer for emergency management
• Support in Space optimization drive – Tracking space/desk utilization
• Support during employee movement
• Liaison/support for any coordination with local authorities or other departments
• Support Global Real Estate/Facility Manager for any Facility projects or Facility tasks from news site creation to maintaining current sites
• Reach out to the Global Real Estate/Facility Manager for any support
• Follow up for printer maintenance
• Create shopping carts for vendors
• Coordinate office cleaning and repairs
• Support to HSE teams with the implementation of safety protocols
• Support with general administrative tasks

Skills: Facility Maintenance Coordination, Vendor Management, Financial Tracking, Invoice Management, Issue Resolution, Contract Management, Space Optimization, Interdepartmental Liaison.

• First point of contact for visitors and clients visiting the office, meeting and greeting, covering reception, answering and dealing with calls appropriately.
• Arranging hospitality, and catering for business meetings
• General day-to-day Management of the office, room bookings, seating plans, hot desking
• Ordering stationery and office supplies/consumables, maintaining the appropriate stock level, ensuring cost-effective products purchased
• Overseeing maintenance and cleanliness of the office ensuring all facilities are in good working order
• Main point of contact for cleaning company and all other maintenance and facilities firms the office/company has dealings with
• Provision, review and update of H&S records, including Office inspections, Fire drills/evacuation, Fire marshals, First aiders, waste transfer, regular weekly, monthly and annual reporting and documentation storage to meet HSE standards and statutory requirements
• Manage monitor and review office procedures/tasks/issues to ensure everything is organized and in place for other employees to be able to carry out roles effectively
• Integral link to other parts of the business - HR, HSEQ, IS, Marketing etc.- for the office, in relation to communications, cooperation and assistance
• Inductions of new starters to the office ensuring everything is in place for start date, liaising with the relevant lines of business
• Coordination and booking of travel using the correct company systems and procedure
• Reconciliation of expenses and any company credit card expenditure for the office using the correct company systems and procedure
• Managing and processing any incoming outgoing post and courier deliveries
• Project assistance – binding, printing, preparation of documents
• Information control assistance – assisting with maintaining an efficient project-related document control system 
• Understanding and involvement of corporate and Social responsibility within the office and the wider company initiatives

Skills: Reception Management, Office Administration, Facilities Oversight, Health & Safety Compliance, Procedure Management, Interdepartmental Coordination, Travel Coordination, Expense Reconciliation.

• Support the management of facilities in all aspects across Cubic.
• Assist in managing vendor service and supply contracts. 
• Prepares Procurement Requisitions (PR) and Blanket Releases, applicable scopes of work for renewal or competitive bids, and change orders.
• Day-to-day management/coordination of contractors and sub-contractors in conjunction with the Facilities Manager, including, making sure calls are logged, chasing progress, attending monthly progress meetings, raising orders and confirming invoicing for payment.
• Troubleshoots and coordinates transactions relating to contractor and supplier payments
• Takes initiative to resolve minor facilities issues and problems, and dispatches appropriate facilities staff 
• Maintain stakeholder relations with key business areas
• Receives and tracks daily work requests. 
• Coordinates and follows up with requestors 
• Maintain tenancy agreements and register of commitments
• Perform vendor and procurement quote analysis, provide recommendations of vendor goods/services and submit purchase order requests
• Maintain the lease register and provide necessary alerts to the business units
• General administration duties for the team, including but not limited to work scheduling, coordinating office moves, general correspondence, site and property management, invoicing etc
• Produce and maintain a comprehensive database of Facilities service, maintenance and waste records to ensure legal compliance.
• Assist with and attend internal/external audits using information stored in the Facilities database.
• Process facilities invoices, including administering charge codes, maintaining records of department spending and resolving any invoicing problems with the accounts team and/or suppliers.
• Arrange short-term properties for overseas staff from time to time. 
• Take responsibility for the general management of property and handling invoices

Skills: Facilities Management, Vendor Coordination, Procurement Handling, Contractor Supervision, Problem Resolution, Stakeholder Relations, Tenancy Management, Database Maintenance.

• Compiling data related to RE&D including spreadsheets, standardized templates, organization charts, reports and office photos image databases etc.
• Tracking and recording progress on information including lease approvals and capital authorisations.
• Regular business reporting on Project status, Quarterly Business Reports, GAP Reports etc.
• Maintaining a department calendar of key dates (such as QBRs, GAP reports, project trackers, events, etc).
• Coordinating central document control repository file structure (Box or similar), consolidating critical department documentation, and document revision control.
• Taking minutes of meetings as required in department meetings and participating in these meetings. 
• Chasing up actions and closing them out.
• Managing nameplate orders and deliveries within the EMEA region.
• Organizing travel and submitting expense reports 
• Meeting and event organization and coordination both in Cork and throughout the EMEA region.
• Drafting comms relating to the EMEA RE&D team.
• Data Entry, quality controls, upkeep of environment and workspace
• Handling and distribution of incoming and outgoing mail
• Collection, distribution of archive boxes to relevant areas and records management
• Maintain stationery and consumables in good stock order
• Prioritizing and arranging reactive contractor work
• Issuing of contractor permits to work
• Assisting with office moves, furniture reconfiguration in meeting rooms, and ad-hoc additional chair requests

Skills: Data Compilation, Progress Tracking, Business Reporting, Document Control, Minute Taking, Event Coordination, Communications Drafting, Records Management.

• Announcing all incoming switchboard calls to partners and fee earners.
• Reporting all faults on the Concept Evolution system, such as heating/air con, plumbing, floods, general maintenance of the building, cleaning and catering requests, and lift breakdowns for all floors including its tenants.
• Booking out desks for staff in the London and Newcastle offices.
• Liaising with all key stakeholders to coordinate a range of operational processes to support the client’s requirements.
• Maintaining user profiles for new starters and leavers. Managing details of all users in Smart Stream (HR system).
• Providing Concept Evolution reports and monthly figures as requested and for monthly KPIs.
• Sending emails to all London staff and the tenants as required from the operations helpdesk.
• Responding to and operating in-house emergency procedures
• Driving operational efficiencies and promoting best practices when undertaking daily activities.
• Coordinating services through a range of IT systems/software applications.
• Ensuring a very high standard of accuracy and completeness when inputting data.
• Performing in line with contracted service level agreements.
• Liaising with suppliers and other departments to ensure any operational issues are managed accordingly i.e., catering, maintenance, logistics and business services.
• Taking responsibility for prioritizing and processing bookings from email and telephone contact as required, using the Condeco room booking system. 
• Processing all requests for meeting rooms, catering and audio-visual facilities. 
• Ensuring all other service providers are aware of room set ups, catering changes, room changes and cancellations.
• Obtaining sufficient information from the client / end-user upon receiving requests to ensure requirements are met
• Identifying users who impact service delivery through poor planning, communication or through making unreasonable demands and addressing them professionally to ensure a positive outcome.
• Liaising with event organizers and clients to ensure all requirements are fulfilled.
• Liaising remotely with onsite teams for room set-ups.

Skills: Switchboard Operations, Fault Reporting, Desk Booking, Stakeholder Coordination, HR System Management, Reporting, Emergency Response, Service Coordination.

• Act as the first point of contact for the key client and for site FM matters.
• Coordination of building engineering requests and building maintenance/repairs. 
• Record all issues in the company Helpdesk.
• Ensure the smooth operation of the client site.
• Ensure that all client and visitor requests and inquiries are fulfilled and exceed expectations.
• Schedule security access for Visitors including contractors & overseas employees.
• Process all meeting room requests efficiently in line with the client meeting room management system.
• Ensure that all Client site procedures and standards are met, providing a five-star meet and greet service at all times and proactively welcoming visitors and employees.
• Keep the reception desk clear and tidy.
• Maintain appearance of main reception quickly removing all deliveries and rubbish
• Ensure Meeting rooms, break-out areas, hot desks, collaboration areas and service points are clean, tidy, and ready for use.
• Distribution of post and organizing couriers/shipping documents & packages locally & internationally.
• Answer sales office calls and re-route calls/messages.
• Order Office Equipment/Supplies using company P-Card, Raise Ariba requisitions and track spending.
• Placing orders when required (stationery, drinks, consumables, and catering)
• Use the client site operating systems in accordance with guidelines.
• Maintain excellent working relationships with the client and designated tenant contact points within the building.
• Show responsibility for personal Health and Safety, and that of others in the conduct of the job in line with the company and Legal requirements.
• Initiate interventions to solve problems in the facilities.
• Understand escalation process both on the client and company side for reporting all site operational and risk issues.
• Liaise with Landlord Agents as required to ensure main building systems and common areas are maintained as per the client’s lease agreement.
• Respond appropriately to emergencies or urgent issues as they arise and provide operational support for Regional FM, Assistant FM and Client FM

Skills: Client Relations, Facility Coordination, Helpdesk Management, Security Scheduling, Reception Maintenance, Courier Management, Financial Tracking, Supply Management.

• Experience in Facility Management or Service Management.
• Fluent in written and spoken English.
• Good and proven organizational skills, and strong customer focus.
• Strong knowledge of Excel.
• Good knowledge of MS Office software, e.g. Word, and PowerPoint.
• Knowledge of CIFM (Archibus) 
• Experience in support to management and ability to give presentations to management.
• Ability to analyze numerical data.
• Excellent organisational skills
• Flexibility and ability to keep calm under pressure
• Ability to prioritize workload and work to deadlines
• Strong attention to detail

Qualifications: BA in Business Administration with 4 Years of Experience

• Strong Office Administration and Organisational skills
• Experience with processing Invoices
• Demonstrated skills in communication (verbal, written and online)
• Knowledge of Tech1 system application 
• Strong administrative skills, with knowledge of general office procedures
• Extensive IT skills, including Microsoft Excel, Word and PowerPoint
• Have a dedicated and hardworking attitude
• Ability to adapt quickly to the changing needs of the business
• Positive attitude and team player.
• Knowledge of the Health and Safety laws
• Coordinating and leading skills
• Knowledge of purchase and procurement processes.

Qualifications: BA in Facilities Management with 6 Years of Experience

• Ability to work with an existing team on-site
• Customer-focused with strong communication skills
• Moderate computer skills
• Proficient in the use of Excel and pivot tables
• Proficient in using PowerPoint
• Ability to multi-task and prioritize workloads
• Ability to communicate at all levels
• Experience in working in an occupied Data Centre would be preferable but not essential
• Understanding of Power Management
• Understanding of AV (audio/video) systems
• Understanding of HVAC & A/C systems
• Understanding of BMS
• Experience working within a facilities team essential

Qualifications: BA in Public Administration with 5 Years of Experience

• Experience in a similar role supporting an office, lab, or pharmacy environment.
• Excellent troubleshooting skills
• Good working knowledge of one or more of the following areas: electrical, mechanical, plumbing, carpentry, etc., including solid experience operating the associated tools.
• Ability to Interpret blueprints, sketches, layouts, wiring diagrams, drawings, and specifications.
• Excellent interpersonal and written communication skills including demonstrated ability to manage expectations, adapt to a variety of personalities and build and nurture relationships.
• Highly organized and detail-oriented with a focus on crisp execution and seeing tasks to full completion
• Computer proficiency with Microsoft Office and Google Docs/Mail/Calendar
• Can work independently and as a team player
• Ability to work on rooftops, ladders, and other high places with tools and equipment necessary for assigned work.
• Prior experience with ticketing/work order systems such as JIRA, FMX, Argus
• Prior experience with Building Management Systems such as Daikin, Enlighted, Niagara

Qualifications: BA in Environmental Science with 3 Years of Experience

• Be a customer services advocate with a customer-focused approach
• Have excellent time management and organizational skills
• Have GCSEs or equivalent in Maths, English
• Demonstrate Microsoft Office skills - email, word, excel
• Be an excellent communicator - written, verbally and face-to-face
• Be comfortable working with multiple IT systems
• Must be a team player able to work constructively with colleagues
• Experience with MS Office 365 suite is an advantage, however, training can be provided
• Experience with SAP is an advantage, however, training can be provided
• Able to use initiative and make logical decisions in a proactive manner
• Attention to detail, the drive to produce results and the ability to multi-task 
• Must have excellent command of the English language, including verbal and written communication.

Qualifications: BA in Hospitality Management with 7 Years of Experience

• Have a clear and concise approach to verbal communication, be able to use the phone to communicate effectively and have good typing skills.
• Able to deal with lots of activity, remain focused on the call you are dealing with, and the information that needs to be recorded or transferred by completing the task you are on before moving on to the next.
• Have a reasonable proficiency in MS Office and be able to use IT systems for job management understanding how they function and interact with other systems.
• Have good typing skills and do not rely on written notes which are then saved up for inputting later.
• Understand what it is to be part of a team and ensure that learning is shared within the team.
• Be able to take direction from the Resource Controller / Contract Manager and be happy to respond to instructions.
• Be comfortable in dealing with the workforce, tenants and building users, whilst being able to remain professional even when issues are contentious.
• Basic knowledge of building maintenance trades and the tasks/activities that can be undertaken by each trade group.

Qualifications: BA in Business Administration with 5 Years of Experience

• Strong administrative skills
• Ability to be able to manage multiple tasks at once
• Proficient in Microsoft Office packages
• Be a good communicator, resilient, adaptable to regular and ongoing changes to work tasks & priorities
• Good attention to detail, a systematic approach & be meticulous in work 
• Able to prioritize workload accordingly and be comfortable to work within guidelines/process
• Experience working in an administrative or customer service capacity within a manufacturing, industrial, or construction environment/company.
• Experience in an administrative role.
• Similar or transferable experience
• Ability to work on own initiative and be a proactive and reactive worker.
• Strong IT skills
• Team player and quick learner

Qualifications: BA in Facilities Management with 5 Years of Experience

• Understanding of non-profit organizations and the importance of handling confidential information
• Ability to understand basic instructions
• Highly proficient with the use of Microsoft 365 products, specifically Teams, Outlook email and calendar
• Highly proficient in Word, PowerPoint and Excel and the ability to produce and use data tables and charts
• Familiarity with cloud-based enterprise business applications for managing invoices, budgeting, CRM, and other business processes
• Effective and appropriate verbal and written communication
• Ability to work on a team
• Demonstrate a passion for people and nature
• Ability to work within a team and be self-motivating when working independently
• Ability to take initiative and problem-solve
• Detail-oriented, strong organizational and interpersonal skills
• Demonstrated ability to meet deadlines, adapt to shifting priorities, and work on a team

Qualifications: BA in Public Administration with 5 Years of Experience

• Excellent attention to detail.
• Self-starter, with a positive outlook and approachable personality.
• Proficient in Microsoft Office.
• Experience in finance administration.
• Previous experience using SAP systems
• Have excellent communication and organizational skills
• Demonstrate brilliant timekeeping and reliability
• Have attention to detail
• Be a committed and honest individual who always works to very high standards
• Strong commitment to excellence in service delivery
• Excellent IT skills and experience with standard office applications
• Highly organized with an ability to use judgment to resolve problems

Qualifications: BA in Environmental Science with 4 Years of Experience

• Highly organized and detail-oriented, yet operates well within a team, as well as independently
• Professional, tactful and able to engage with colleagues at all levels
• Problem solver – able to work with other teams and staff members effectively to reach a viable solution and goal
• Strong service focus – dedicated to meeting the expectations of all staff through securing effective relationships with clients and executing deliverables to the highest standards.
• Excellent communicator and negotiator – able to deal effectively with people at all levels across a multicultural environment
• Ability to juggle several tasks at once, to prioritize and manage own time
• Flexible attitude embraces change, hard-working, cost-conscious and results-driven
• Excellent communication skills in liaising with personnel both internally and externally
• Ability to work under pressure whilst remaining focused on workload objectives
• Strong customer service

Qualifications: BA in Hospitality Management with 6 Years of Experience