Contract Support Team Members & Facilities Management Shopper and Administrator

 Position Description

As part of Enterprise Services, the Facilities Management (FM) team, provide a strategic role in enabling ESB to manage buildings and the facilities assets safely, effectively, and efficiently there in, aligning to ESB’s Net Zero 2040 Strategy. FM manage all building services to circa 140 premises across the ESB estate. This includes asset management, asset maintenance and replacement, also strategic asset planning, fabric refurbishment projects and capital works along with the provision of all soft services including cleaning, catering, landscaping, and building services etc. The main services are provided through large complex and integrated contracts managed by the FM team €80m over 3–5-year cycles. Strong contract and supplier relationship management is an investment which has proven to generate efficiencies and significant savings. 

 

The successful candidate will work within the Contracts Management team. This role provides administrative support as well as carrying shopping function for all facilities related expenditure.  Managing the process for follow up on purchase orders, goods receipting, invoices and clear down of purchase orders.   

 

Key Responsibilities

 

The key responsibilites of this role will include but are not limited to:

 

• Raising all shopping carts for Facilities Management ensuring that all details are correct including contract number and WBS/cost centre. 
• Ensuring all costs are validated and signed off by the business.  
• Provide support on invoice validation resolution of queries with suppliers. 
• Ensuring all purchase orders are correctly good receipted and payment of invoices​, following up on any queries to ensure timely payment of supplier invoices. 
• Following up on and managing open purchase orders to ensure purchase orders for cleared down on timely basis. 
• Attend monthly KPI meetings with Supplier Relationship Manager to record minutes for distribution. 
• Data validation and supporting contract delivery managers through running reports through CAFM systems etc and providing analytics.  
• Support the wider contracts team with new tenders and overall tender process.  
• Managing the process for setup of new FM suppliers on the systems. 

 

 Experience and Qualifications

Essential 

• Good IT skills
• Excellent organisational skills and administrative skills

• Good communication skills
• Ability to work within team and on own initiative.
• Experience with MS Teams

 

Desirable

•    Experience with SAP procurement model desirable  
•    Experience in running and compiling reports
•    A third level qualification

 

Location

The position will be based in F27, ESB Head Office, Dublin 2.

 

ESB is committed to smart working – combining digital tools with a culture of trust and empowerment to enable flexible ways of working. The successful candidate may work flexibly within their jurisdiction with attendance at the workplace for in-person collaboration on at least one anchor day per week. All smart working arrangements are subject to manager approval and ongoing review, based on the operational requirements of the role, the team, and the individual. 

 

Reporting To

The successful person will report to the Contracts Manager, Facilities Management. 

 

Why Work with Us?

• Opportunity to lead Ireland’s transition to net zero carbon future
• Progressive, hybrid working model
• Career development through mentoring and training 
• Corporate Social Responsibility Opportunities
• Sports and Social Clubs
• Networking opportunities
• Credit Union
• Generous Pension
• Access to staff well-being programmes
• Generous parental leave entitlements
• Comprehensive Diversity & Inclusion programme
• Great team environment working to our Core Values: Courageous, Caring, Driven and Trusted

 

Salary

€30,000- €36,000 per annum.

 

Closing Date

15th December 2023.

 

Note: Applicants who anticipate needing assistance for any part of the application process may contact, in confidence, recruitment@esb.ie

 

If you have any queries in relation to this job, please contact recruitment@esb.ie

 

Your application will be held in reserve for 6 months should you be suitable for the role.