Facilities Coordinator

Description:

Cork County Council invites applications from suitably qualified persons, who wish to be considered for inclusion on a panel from which vacancies for Facilities Coordinator may be filled.

The Facilities Coordinator will oversee all activities across the Cork County Hall campus site, making sure that health and safety standards are met, coordinating repair works, overseeing project works along with tracking expenditure and arranging payment.

The Facilities Coordinator will work as part of the Facilities team based at Cork County Hall. The role will assist in the daily operation of the complex and will include both hard and soft services such as catering, cleaning, maintenance, waste management, security, data management etc.

The person/s appointed will work under the direction and control of the Senior Engineer/Senior Executive Engineer or other officer designated by the Director of Services/County Engineer or the Chief Executive.

The duties may include but are not limited to the following and the post holder may be required to perform other duties as appropriate to the post which may be assigned to him/her from time to time and to contribute to the development of the post while in office.

1. Supervise soft services contracts such as security, catering and cleaning and carry out periodic audits.
2. Manage waste management function.
3. Supervise document archiving and ensure corporate standard compliance.
4. Maintain regulatory required records and ensure that they are up to date.
5. Implement staffing policies.
6. Review and evaluate suppliers. Facilities Coordinator Job File 22-079 Page 3
7. Manage all room bookings and room set-ups.
8. Provide technical support to the team when and where required.
9. Manage office moves, planning and furniture requirements.
10. Analyse and manage stock control of critical and non-critical spare parts.
11. Co-ordinate Health & Safety functions.
12. Be responsible for risk assessing and hazard identification of facility.
13. Maintain fire and building register, including role as assistant fire chief as defined in the fire register.
14. Maintain accurate and up to date H&S co-ordinator lists.
15. Manage photocopier and communal equipment for optimum and efficient performance.
16. Create and implement building fabric maintenance schedules.
17. Be responsible for storage.
18. Maintain office equipment to safe working standards such as chairs, desks, cabinets etc.
19. To manage any projects and to carry out any other such duties as may be assigned by the Facilities section line management.
20. To assist in the preparation and execution of presentations/exhibitions, etc.
21. To assist in the facilities management of functions and large meetings on the Campus
22. Budget, procurement and finance responsibilities as delegated by line management, along with purchase order, invoice checking and verification and payments.
23. Management of the Pest Control Function on Campus
24. Liaise with contractors and manage contractor KPI’s and meeting reports, including the following when required by line management: a. Management of the Cleaning Contract, including the high-risk Industrial Cleaning section and KPI monthly meetings b. Management of the Catering Contract to include the KPI Monthly Meetings c. Management of the maintenance of the Catering Equipment to include the self-cleaning kitchen ceiling d. Management of the Health and Safety of Contractors coming on site to carry out works for other Departments, e.g. IT Dept, Economic Development
25. Point of contact for Council Staff for County Hall Campus issues.
26. Management of the “pre-Storm Alert” works and preventive measures Facilities Coordinator Job File 22-079 Page 4
27. Management of Energy use on the Campus (5 buildings and car park and roadway lighting)
28. Management of the Environmental Controls on the site (heat etc) through the use of the Building Management System(BMS)
29. Management of lighting Systems
30. Management of the Louver Façade System
31. Accident & incident Investigation
32. Dealing with facilities requests and complaints
33. Management of the Fire Detection System
34. Management of the Fire Evacuation Drills and investigation of Fire Alarm activations
35. Preparation and submission of Monthly Facilities Performance Reports
36. Completing Safety Tours of Inspection in accordance with Council policies.
37. Deployment of flood barriers and management of same in the absence of the Facilities Manager
38. The provision of technical advice to members of staff outside the County Hall
39. Point of contact for the City Fire Officer’s inspections
40. Management of the sites discharge licence, Insurance and tax for site vehicles
41. Management of Entertainment Licences, TV, IMRO etc
42. To co-operate with and use any new technology/equipment.
43. To operate communication systems as required.
44. To undergo such training as may be required by Cork County Council.
45. To promote a good image of the Council and ensure the delivery of a quality and courteous service to the Public, Member of the Council and Staff.
46. To manage the relocation of staff associated with County Hall complex as required from time to time.
47. Deputise for line management as required.
48. To participate in out of hours on call rota.
49. Any other relevant facilities coordinator duties that may be required.