Soft Services Coordinator
ID lavoro
Settore di attività
GWS Segment
Tipo di lavoro
A tempo pieno
Aree di interesse
Gestione delle Strutture
Cork - Cork - Ireland

Job description


  • To assist the Operations Manager to successfully run an IFM service for the client by ensuring the smooth execution of day to day soft service contractor activities and implement world class customer service levels.
  • Daily management and supervision of on site and off-site contractor personnel including. Shift man guards, Cleaning Personnel, Landscapers, Catering Staff, Laundry, Waste Coordination staff, Pest Control, and General Operative.
  • Ensure all health, safety and environmental requirements are fulfilled prior to work commencement. Ensure all works activities are carried out within agreed time lines, while ensuring safe systems of work (RA, MS, SPA and Permits) are adhered to.
  • Soft services include but are not limited to catering, cleaning/janitorial, security, laundry, pest control, landscaping, laundry, waste management
  • Implement and manage the most effective operational and service strategies incorporating industry best practice and innovation that ensures business continuity for the client while achieving the cost savings specified in the contract.
  • Ensure compliance with client and CBRE Quality procedures and GMP requirements
  • Required to have exceptional ability to communicate with the client, visitors, contractors, & CBRE staff and prepare monthly reports detailing the progress against measurable targets, SLAs and KPIs. Drive cost savings within the contract and challenge spend patterns where appropriate. Assist with financial reporting, procurement, billing and invoicing.
  • Ensure full compliance with client and CBRE GMP, Safety & Environmental, legislative and statutory programs. Ensure all site documentation and records are kept in clearly identified and retrievable systems.
  • Provide direct supervision of CBRE vendors/contractors on site to ensure a comprehensive Contractor Management System
  • Candidate will be able to work both independently and as part of a growing team. They must be capable and willing to undertake additional soft service duties as the need/demand requires both at site level and in supporting regional CBRE organisation.
  • The role requires an individual with a customer focused proactive attitude and technical a, combined with an ability to communicate effectively under constant pressure with a multitude of stakeholders
  • Carry out any duties as required by the Operations Manager

Key Accountabilities:

  • Responsible for the day to day operational management of facilities soft services on site
  • Ensure that the Security, Catering, Landscaping, Cleaning, Pest Control, Drawing Office, Waste management, Laundry, service companies maintain legislative and regulatory accreditation and licensing for site. Monitor that they resolve staffing issues (payroll, rosters, personal issues) to ensure their staff are fully trained and motivated, thus minimising employee turn over rates, and associated disruption to service to client
  • Maintain regular contact with the Operations Manager; consult on key decisions and advice on incidents, escalation and complaints
  • Responsible for the management and co-ordination of all soft services contractors working under CBRE scope in areas including specific GMP equipment/areas and non GMP equipment/areas
  • Ensure all PMs and Work Orders are completed on time in a safe and effective manner
  • Ensure that all Risk Assessment, Safe Plan of Actions, and Method Statements are in place and are adhered to at the place of work
  • Ensure all contractors have permits to work, check Isolation Mapping , equipment used, and systems of work used on site, produce GOPs for activities related to this work if appropriate
  • Provide feedback regarding contractor performance especially at contract review
  • Ensure critical work activities are identified and completed on time
  • Ensure that all statutory inspections are planned and executed within agreed time scales
  • Ensure that CMMS activities are carried out within the agreed time scales and all relevant assets are identified with job plans etc
  • Ensure that Service Levels are managed effectively, provide technical and operational support when required and be responsible for communicating with the customer when services or environmental conditions could be compromised
  • Responsible for ensuring that all PO's are placed in good time and all contractors have quotations in place for all work activities
  • Ensure quality systems are in place and report on quality directives and ensure active participation in internal and external audits
  • Responsible for own and teams compliance to the site health and safety policies and procedures which may be a combination of client and CBRE
  • Undertake training with CBRE team and contractors relating to EHS, GMP training and client policies and procedures
  • Ensure monthly tool box talks are carried out with regards to general safety and safe plant operation
  • Support the account training database to ensure records, training and processes are updated, carried out and followed
  • Recommend improved ways of working to achieve goal of continuous improvement and best practices.
  • Such other duties as required by the operational needs of the department. Responsible for delivery of Customer Service at a world class standard.
  • This position will be responsible for managing the most effective cleaning strategy in order to preserve complete housekeeping and cleaning levels on the site
  • Ensure that all risk assessment, Safe Plan of Actions, Assignment Instructions, security audits, incident/emergency reports and method statements are in place, completed and are adhered to at the place of work, while also taking reasonable care of their own health and safety, and that of others. Eliminating or reducing risks where practicable by complying with site safety rules and instructions and reporting hazards to management for prompt action
  • Ensure all contract staff (security, cleaning, catering, landscaping, pest control, laundry, waste) staff are fully engaged and committed to delivering exceptional service levels to visitors and the client personnel


  • 3 to 5 years experience in building services or Contractor Co-ordination
  • Ability to develop Team work through leadership / people management
  • Customer and results focused
  • Strong interpersonal / communication skills

Top 6 Behaviours

Organised (and ability to plan)

  • Works in a structured way. Thinks ahead to prioritise workload.


  • Works in a clear and consistent manner.

Attention to detail

  • Thorough in carrying out a task, with a high degree of accuracy.


  • Confident and effective in putting across point of view to others.


  • Does not let issues go; follows up on issues through to resolution.

Customer and team focus

  • Puts customer and team needs first; always considers impact of actions on customer and team.

Technical Skills

  • Use of an ERP system
  • Basic facility in maths
  • Basic facility in English
  • Customer service experience

Use of MS Office

· Word

· Excel

· PowerPoint

· Access

· Visio

· Outlook