About Mitie
Mitie Ireland is a leading facilities management, consultancy and professional services company. We offer a range of specialist services including technical services, security, cleaning, industrial cleaning, energy and sustainability, and professional consultancy. Our breadth and depth of services and expertise means that we can help to increase efficiencies, reduce costs, increase sustainability, and improve performance for our clients.
We work with a wide range of private and public clients to create great work environments. At the 2025 Facilities Management Awards, our outstanding work was recognised with awards for 'Client and Service Provider', 'Best People Development' and 'Excellence in Health & Safety'. Mitie Ireland also won Facilities Management Company of the Year at the recent Chambers Ireland in Business Awards 2024.
Mitie have been awarded the IBEC Keep Well Mark in 2021, 2022, 2023, 2024 and 2025 for our commitment to employee wellbeing and we have also been named in the Top 100 Employers for Wellbeing in Ireland. Mitie were the first FM company to achieve the KeepWell mark for employee wellbeing. We are proud of our diverse workforce and recognise our people through a number of reward and recognition schemes, as well as through our learning and tailored personal development
We are Mitie, the future of high-performing places.
Role overview:
The Facilities Coordinator plays a critical role in providing operational, financial, and administrative support across onboarding, procurement, systems, compliance, and daytoday contract delivery
Here's a detailed breakdown of Facilities Coordinator tasks, this list is not exhaustive, there may be other duties outside of the below.
Key Responsibilities:
Staff Mobilisation & Onboarding
* Manage new starter mobilisation including:
* Ordering uniforms and technology.
* Coordinating vehicle setup with the Fleet Manager.
* Delivering shared drive induction and system walkthroughs.
* Ensure all onboarding tools and materials are kept up to date.
Shared Drive Management
* Act as the owner and primary administrator of the shared drive.
* Maintain structure, naming conventions, and document version control.
* Ensure relevant teams have access to required folders and resources
Invoice & Procurement Support
* Review and crossreference invoices against PRIMMS and Purchase Orders to ensure alignment.
* Collaborate with the Accounts Payable team to resolve discrepancies.
* Track Planned Preventative Maintenance (PPM) spend and flag variances to Procurement.
* Raise Reactive Works (RW) Purchase Orders as required.
* Raise annual PPM Purchase Orders.
* Maintain Invoice and RW and PPM Purchase Order trackers.
Job Backlog & Work Order Oversight
* Monitor and review backlog jobs, escalating any issues that may impact operations.
* Support the team with job allocation, tracking, and closure.
Documentation & PM Support
* Act as Document Manager for agreed areas such as sharepoint, ensuring accuracy and compliance.
* Provide administrative support to key Project Managers as required.
Technical Issue Escalation & Support for Technicians
* Serve as the first point of contact for technical or system issues.
* Troubleshoot and problemsolve before escalating to IT or system owners.
Training & Team Coordination
* Organise and schedule team training sessions.
* Maintain training records and ensure team compliance with required modules.
Travel & Logistics
* Book flights, hotels, and travel arrangements for Regional Facilities Managers and wider team members.
Contract & Operational Updates
* Maintain and update the contract brief and OutofHours (OOH) contact bank.
* Ensure information is accurate and accessible for the wider team.
Compliance & Equipment Management
* Track compliance for tools, equipment, harnesses, and other kit.
* Work closely with QHSE to ensure all items meet safety and regulatory requirement
About you:
* Experience in a technical FM business including reactive, PPM operations, compliance, and H&S Management a distinct advantage.
* Excellent PC knowledge - MS Office Suite required.
* Familiarity with CAFM systems and scheduling tools required.
* Strong accuracy and attention to detail skills
* Logical thinking
* Strong organisation and administration skills
* Enthusiastic with positive "can do" approach.
* Reliable & Flexible
* Customer & People-focused
* Calm nature - even temperament
* You will be a team player who enjoys collaborating with people.
* You will have the ability to interact and communicate as appropriate with your audience, which will encompass colleagues, engineers, contract and performance managers and third-party suppliers.
Company benefits:
* Annual leave purchase scheme (buy up to 5 extra days of annual leave per year).
* Free virtual GP service.
* Access to our Employee Assistance Programme (EAP).
* Mi Recognition (Thanking employees for a job well done ranging from €25 - €250).
* Talent Referral Scheme (Earn €100 - €3000 for referring a friend to Mitie).
* Long service awards (Ranging from €50-€300).
* Mi Deals (Fantastic savings at high street stores).
* A non-contributory life assurance scheme.
* Bike2Work Scheme.
* Tax Saver Scheme.
* Learning & development (access to 200 courses on our L&D platform).
This job description is intended to give the post holder an appreciation of the role envisaged for this position and the range of duties undertaken. It does not attempt to detail every activity, and should be utilised as a general guide, detailing the minimum requirements and responsibilities of the position. Specific tasks and objectives will be agreed with the post holder following the appraisal process and on an as and when required basis throughout the post holder's period of employment.
Mitie is an equal opportunity employer.