Facilities Coordinator

Facilities Coordinator (Part-Time)

Working Hours: 20 hours per week, Monday to Friday, 08:30 to 12:30. Some flexibility required to accommodate contractors, deliveries and occasional changes to hours by agreement.

Place of Work: Unit 29 Duleek Business Park, Duleek, Co. Meath, A92 N72W. This is an on-site role; working from home is not available.

ABOUT iM3 AND THE ROLE

iM3 is part of the Vimian Group. Trusted by veterinary dentists worldwide, iM3 helps clinics deliver confident dentistry from diagnosis to treatment. We improve animal health outcomes by equipping veterinary teams with innovative dental products, practical solutions and education, backed by expert technical support and dependable service.

Our EU base in Duleek also houses iM3 ACE, our veterinary dental education centre, which runs hands-on training courses for vets and nurses.

We are looking for someone who takes ownership of the building. You will keep our offices, welfare areas and grounds clean, stocked and in good repair, and manage the contractors, service providers and utilities that keep the site running. You will also look after the logistics for visitors to the office.

This is not a role where you wait to be asked. You'll spot what needs doing before anyone else does, and come to us with what's needed, what it will cost and how you'll get it done.

DUTIES AND RESPONSIBILITIES

Building, Grounds and Maintenance

▪ Walk the offices, bathrooms, kitchen and outdoor areas each morning and deal with anything that needs attention

▪ Build and keep a planned calendar of recurring jobs, such as window cleaning, weeding and grounds, gutters, gritting, air conditioning servicing, pest control visits and heating servicing, and make sure each is done on time

▪ Act as the main contact for contractors and trades, including plumbers, electricians, joiners, painters and gardeners: get quotes, book work, check insurance before work starts, give access on site and confirm the job is finished properly

▪ Keep a fault log and follow every fault through to resolution

▪ Act as the day-to-day contact with the property owner on routine building matters, in line with the lease, escalating significant works, costs or issues to the line manager

▪ Follow up the next working day on any out-of-hours incident, such as booking repairs and recording what happened

▪ Keep an up-to-date list of emergency contractor contacts

Welfare Areas and Supplies

▪ Check bathrooms daily and keep them stocked with toilet rolls, towels and soap, with spare supplies available to staff

▪ Keep the kitchen and dining area clean and stocked, including running and emptying the dishwasher

▪ Order and hold stock of welfare and cleaning consumables, office food supplies and drinking water, including extra volumes for ACE course days as advised by the ACE team

Cleaning and Waste

▪ Manage the cleaning contractor, including the schedule, standards and any issues

▪ Keep outdoor areas tidy and arrange gritting when needed

▪ Manage all waste and recycling: communal bins (kitchen daily), recycling, shredding and food waste, and act as the contact for waste service providers

Contracts, Utilities and Suppliers

▪ Build and maintain a contracts register covering utilities, telecoms, broadband, waste, cleaning, pest control and hygiene services, air conditioning, cameras and any other service agreements, with renewal dates, terms and costs

▪ Flag every renewal at least 90 days in advance with a recommendation

▪ Manage electricity, water and heating fuel: check bills against usage and contract rates, query errors and track spend

▪ Review utility, telecoms and broadband contracts regularly, get competing quotes, negotiate with providers and recommend changes

▪ Act as the contact for service providers such as Initial/Rentokil, Citicool and the camera provider, and for telecoms and broadband providers on contracts, billing and changes (day-to-day IT support is not part of this role)

Visitors and Meetings

▪ Arrange logistics for visitors to the iM3 office, including ground transport, accommodation and meals

▪ Book meeting rooms and prepare them ahead of each meeting, making sure they are clean, set up and stocked with tea, coffee, water and biscuits, including preparing rooms for afternoon meetings before the end of the shift

▪ Keep meeting refreshments in stock

Staff Events

▪ Support the Christmas party and other staff events when requested

AUTHORITY AND DECISION-MAKING

▪ Purchase routine consumables and book routine maintenance and repairs within agreed budgets and limits, without needing to ask first

▪ For larger or non-routine works, obtain competitive quotes and bring a proposal to the line manager: what is needed, what it will cost and when it can be done

▪ Negotiate with utility and service providers and present recommendations for approval; contracts and renewals are signed off by management

▪ Meet the line manager weekly to raise needs, proposals and progress

WHAT SUCCESS LOOKS LIKE

Specific targets for each of these will be agreed with the line manager and reviewed at probation.

1. Welfare areas are clean and stocked every working day, with no running out of essentials

2. Faults are acted on promptly: urgent issues the same day, everything else booked quickly and tracked until fixed

3. Scheduled servicing and recurring jobs are done on time, in line with the planned calendar

4. No contract renews without a review and a recommendation made in good time

5. Utility costs are checked, errors are caught, and savings are found where they exist

WORKING WITH OTHERS

You will work closely with three other areas, each with clear responsibilities of their own.

Office Manager: Stationery, office furniture, vending machine, policy reminders and organising staff events

HR: Building alarm, fire alarm, door and gate access, fire safety equipment, first aid, keys and desk setup for starters and leavers

ACE team: Catering and the kitchen during course days, ACE consumables and ACE specialist waste

Visitor logistics covers visitors to the iM3 office. Travel, accommodation and catering for ACE course participants stay with the ACE team.

Out-of-hours building issues go to the line manager. Cover for this role during absence will be agreed with the line manager.

HEALTH AND SAFETY

▪ Take reasonable care for your own safety and that of others

▪ Arrive for work free from any intoxicant

▪ Wear personal protective equipment where applicable

▪ Report hazards and known defects in the building promptly, and avoid misuse of equipment

▪ Make sure contractors on site are aware of relevant site safety arrangements

▪ Participate in health and safety training provided

GENERAL

▪ Take appropriate action to maintain good relationships with colleagues, suppliers and visitors

▪ Use your best endeavours to promote the interests of the Company and abide by its policies and procedures

▪ Any other duties, within reason and capability, as determined by management

PERSONAL ATTRIBUTES

▪ Proactive: you notice what needs attention and bring a solution, not just the problem

▪ You take ownership and see things through until they are actually done

▪ Practical and hands-on, and comfortable dealing with tradespeople and describing a fault clearly

▪ Persistent: you chase contractors and suppliers until the job is finished

▪ Organised, keeping simple records such as logs, schedules and registers up to date

▪ Confident negotiating with suppliers, and tactful and cooperative with colleagues

▪ Comfortable with numbers, able to read a utility bill and spot when something is wrong

▪ Reliable and punctual

▪ Computer literate: Microsoft Word, Excel and Outlook

▪ Experience in facilities, property, hospitality or housekeeping supervision, retail supervision or a similar hands-on role is an advantage but not essential

WHAT WE OFFER

Salary: €16.50 to €17.50 per hour (€17,160 to €18,200 per year), depending on experience

Annual Leave: 20 days, pro-rata to hours worked

Contract: Part-time, permanent position: 20 hours per week over 5 mornings

Also: Supportive team environment, with training provided as required