Facilities Coordinator

Europcar Mobility Group

At Europcar Mobility Group, our purpose is to help to change the way you move. We are guided by our core values: We are happy to help, We embrace change, We take responsibility, We act with respect and We move as one. Our culture is built on valuing the contribution and diversity of our team where every individual is treated with dignity and respect. Acting with respect is at the heart of everything we do, and we are fully committed to creating a workplace where differences are celebrated and everyone feels empowered to contribute their unique perspectives.

Job Description

Location: Dublin Airport, with responsibility for Northwood Head Office

Reporting to: Dublin Airport Regional Manager

Hours: Part-Time

About the Role

We are looking for an organised, proactive and hands-on Part-Time Facilities Co-Ordinator to support the day-to-day management of our facilities and site operations.

The role will be primarily based at Dublin Airport, with responsibility for facilities activities at Northwood Head Office. Working closely with internal teams, contractors, suppliers, the DAA and management, you will help ensure our facilities are safe, compliant, well maintained and appropriately resourced.

This is a varied and practical role covering facilities administration, contractor coordination, health & safety, purchasing, budget monitoring, CAPEX projects and general operational support.

As this is a part-time position, the successful candidate will need to be highly organised, able to prioritise effectively and comfortable working independently. The role will involve both planned responsibilities and reactive requests, so flexibility and a practical approach are essential. The role requires full time on site.

Key Responsibilities

Facilities & Site Management

• Complete monthly facilities inspections at Dublin Airport and Northwood.
• Identify maintenance requirements, housekeeping issues and general site improvements.
• Coordinate maintenance activities with contractors and suppliers.
• Monitor outstanding facilities issues and follow them through to completion.
• Carry out site assessments  to ensure facilities are maintained to the required standard.

DAA Liaison & Compliance

• Liaise with the DAA Concession Manager regarding facilities and site requirements.
• Organise contractor permits and access requirements.
• Complete and submit relevant DAA paperwork.
• Coordinate and support DAA audits and follow up on resulting actions.
• Ensure contractors working on site meet relevant DAA and company requirements.

Contractor & Health & Safety Management

• Maintain the contractor database and ensure required documentation remains up to date.
• Monitor contractor insurance, RAMS and Company Safety Statements.
• Ensure contractors complete the required site induction before commencing work.
• Maintain site induction checklists and visitor logs.
• Ensure inductions cover fire safety, emergency procedures and relevant building policies.
• Create and review facilities-related risk assessments.
• Identify potential risks during site inspections and ensure appropriate actions are followed up.

Cleaning Management

• Coordinate and monitor the Dublin Airport and Northwood cleaning service.
• Carry out regular checks and audits of cleaning standards.
• Ensure agreed cleaning tasks are completed.
• Liaise with the cleaning company regarding any issues or missed tasks.
• Escalate recurring or unresolved issues where required.

Purchasing & Facilities Administration

Coordinate the ordering of day-to-day facilities requirements, including:

• Furniture for Dublin Airport and Northwood.
• Stationery for Dublin Airport.
• Ordering of canteen supplies  for Dublin Airport and Northwood.
• Other approved facilities and site requirements.

Ensure purchasing is completed through approved suppliers and in line with company procurement procedures.

Purchase Orders & Invoice Management

• Create facilities purchase orders for Dublin Airport and Northwood.
• Ensure purchase orders are raised in accordance with company procedures.
• Check invoices against purchase orders, quotations and completed works/services.
• Approve invoices for payment within the appropriate authority.
• Investigate invoice discrepancies with suppliers.
• Maintain accurate purchasing and invoice records.

CAPEX & Project Coordination

• Monitor Dublin Airport CAPEX budgets and track expenditure against approved budgets.
• Identify potential overspend and escalate where necessary.
• Maintain accurate CAPEX records and trackers.
• Coordinate approved facilities projects from commencement through to completion.
• Arrange contractor access and permits where required.
• Ensure projects are completed within agreed scope and budget.

Key Skills & Experience

The ideal candidate will have:

• Previous experience in facilities, administration, office management, operations or a similar role.
• Experience dealing with contractors and external suppliers.
• Strong organisational and administrative skills.
• Good attention to detail and the ability to maintain accurate records.
• Experience managing purchase orders, invoices and budgets.
• Experience coordinating maintenance or facilities projects would be advantageous.
• An understanding of health & safety documentation and contractor compliance.
• Good IT skills, including Microsoft Office and Excel and Google suite 
• Strong communication and interpersonal skills.
• A practical, solutions-focused approach to resolving issues.

What We Offer

This is an opportunity to join a busy operational environment in a role that offers variety and responsibility.

The successful candidate will have the opportunity to take ownership of a broad range of facilities activities, working with internal teams, suppliers, contractors and management across our DAP and Northwood locations.

The role would suit someone looking for a part-time position with responsibility, variety and the opportunity to make a tangible difference to the day-to-day operation of the sites.

We welcome and encourage applications from individuals of all backgrounds, experiences, and abilities, regardless of race, ethnicity, gender reassignment, nationality, sexual orientation, age, disability status, religion, or any other dimension of diversity. We are dedicated to building a team that reflects the communities we serve and fostering an environment of equity and inclusion, where respect for one another is essential. If you need any accommodations or assistance during the application or interview process, please let us know. Together, through mutual respect, we can create a more equitable and inclusive future.

Europcar Mobility Group is a global mobility player, with 75 years of mobility services expertise and a leading position in Europe.  “We help to change the way you move” is what we stand for and brings us together.

We offer to individuals and businesses a wide range of car and van rental services, be it for a few hours, a few days, a week, a month or more, on-demand or on subscription, relying on a fleet of more than 250.000 vehicles, equipped with the latest engines including an increasing share of electric vehicles.

Our brands address differentiated needs, use cases and expectations: Europcar® - a global leader of car rental and light commercial vehicle rental, with a premium positioning, Goldcar® - a frontrunner at providing low-cost car rental services in Europe, and Fox-Rent-A-Car®, one of the main players in the car rental market in the US, with a "value for money" positioning.

Customers’ satisfaction is at the heart of the Group’s ambition and that of our more than 8,000 employees, everywhere we deliver our mobility solutions, thanks to a strong network in over 130 countries.

More info at: www.europcar-mobility-group.com