Mechanical Technical Services Admin Coordinator

Dublin - Dublin - IrelandHi, we’re CBRE Global Workplace Solutions! We believe our working spaces should allow everyone to feel comfortable, productive and inspired in their working environment. Because when people feel inspired, great things happen. We’re one team at the heart of the workplace providing Facility Services across EMEA for a prestigious global technology client. As we continue to grow, we are searching for unique, passionate, excited, vivacious people to join us in creating that sense of community, who will put the well-being of others at the forefront. Purpose of the Role The Mechanical Technical Service Coordinator is an essential role, primarily responsible forproviding advanced logistical, financial and administrative support to the mechanical technicalservice contract. This position ensures the efficient, compliant, and seamless operation of the contract by expertly managing administrative processes, supporting the technical team, and acting as a key communication link. The coordinator must anticipate and deliver to customerand team needs, contributing directly to the contract's continued success and growth.Key Responsibilities Financial and Administrative Oversight Financial Processing: Accurately and timely assisting with the process of acquiringquotations and receipting supplier invoices and ensuring all documentation strictlyadheres to client-specific financial guidelines.Billing Management: Daily reviewing and processing of supplier invoices, promptlyraising credit notes, and generating all sales invoices with meticulous accuracy, selectingthe correct entities, contract IDs, and VAT rates.Reporting & Compliance: Maintain WIP (Work in Progress) reports for the ContractManager. Run, review, and resolve issues on unapproved/un-unconfirmed PO reportsweekly. Review the Debt report weekly and assist in escalating aged items. Act as agatekeeper for finance to ensure compliance by the technical teams.Data Integrity: Maintain and update filing, inventory, mailing, and database systems,compiling, sorting, and filing confidential records of business transactions and activities.Subcontractor scorecarding: Keep a detailed record of vendors performance andcontinuously assess. Ensure all vendors are delivering on KPI and what's agreed inSLA’s. Schedule and chair monthly business review meetings.Budget preparation: Ahead of budget reviews and vendor contract renewals. Gather allvendor information (cost’s and SLA’s) and proceed to line up new competitors for benchmarking exercises. Ensure the tracker is up to date so and accurate monthly forecastcan be produced by the technical service manager Technical Team Compliance & Logistics Onboarding & Team Records: Assist with the onboarding process for new starters,including administrative setup. Maintain accurate people records for staff changes,contact details, and holiday tracking.Compliance Tracking: Proactively track and manage team compliance documentationfor essential assets, including PPE, Tools, and ladder inspections.Inspections: Coordinate and record administrative documentation for plant roominspections.Audit : The Mechanical Technical Service Coordinator is the central authorityresponsible for the planning, execution, and critical documentation of all mechanicalservice and maintenance activities. This role is crucial for ensuring the operationalreliability and regulatory compliance of all mechanical assets. The coordinator serves asthe primary custodian of technical records and documentation, directly supportinginternal and external audit requirements by maintaining a state of 100% audit-readinessat all times.CMMS Coordination: Work hand-in-hand with the CMMS planner to ensure seamlessreport keeping and accurate log book system entries, reviewing files and records toobtain necessary information.System Knowledge: Become intimately familiar with all site-specific systems andproactively identify and leverage the appropriate internal and external support channelsrelated to them.Supply Chain Management: Manage the supply chain, actively driving them to attendto tasks within required SLA’s (Service Level Agreements).Management Support: Assist the Technical Service Manager with otherbusiness-specific needs and requirements.Training Documentation: Maintain records of all technician training, certifications, andcompliance with necessary safety protocols (e.g., LOTO procedures) relevant tomechanical maintenance.Technical Liaison: Serve as the technical point of contact between field technicians,engineering, and quality assurance teams regarding complex mechanical issues orsystem failures.Communication and Problem-SolvingInquiry Resolution: Answer calls and emails in a professional and timely manner. Respond to complex inquiries or complaints from clients, co-workers, and supervisors,effectively presenting information to internal and external groups.Guidance & Interpretation: Understand and interpret instructions, shortcorrespondence, and memos, explaining detailed and complicated information to theteam in a clear and concise manner.Independent Problem-Solving: Recognize and solve typical and atypical problems inyour own work area, evaluating and selecting solutions from established options withoutimmediate supervisory approval.Contract Expertise: Obtain a comprehensive understanding of the contract scope andactively identify and implement innovations to enhance performance.Coordinating with other teams: coordinate the safety aspects of all maintenance work,including reviewing and approving permits. Ensuring compliance with the permit-to-worksystem, and collaborating on incident investigation documentation to ensure all activitiesmeet H&S standards for audit trails. Candidate Specification Essential Qualifications & Skills2-3 years of job-related administrative experience. Advanced knowledge of Google products (Word,sheets and slides)Strong organizational skills combined with a robust inquisitive mindset. Detail-Oriented: Must be highly detail-conscious, accurate, and methodical in approach,following standardized procedures and practices.Problem-Solving: Requires intermediate problem-solving skills with the capacity toreview and select solutions from available options.Communication: Excellent verbal and written communication skills with the ability toexplain complex information clearly.Customer Focus: Must demonstrate a strong sense of customer focus and promote teamspirit and morale.Work Ethic: Reliable, able to complete work within required time frames, and capable ofmanaging own deadline requirements with moderate supervision and guidance.Desirable ExperienceFamiliarity with financial and resource management systems such as myBuy, Coupa,Peoplesoft, Si7Previous experience in FMIWFMHas worked with/in technical teams in the pastService line: GWS Segment