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Regional Coordinator (Facilities)

Location: Dublin 2
Entered: 27 May 2020
Salary: Neg
Duration: Permanent
Regional Support Coordinator
Role Summary
Provides day to day support to the operation and Regional Services Manager, coordinating accounting and finance, maintenance and operations, vendor oversight, purchasing of material, equipment & supplies and occupancy services. Part of a wider account support team, this role is a key contact between Central Operations and the Region.
This role ensures a clear and robust rhythm of business, championing consistency and encouraging best practice across the region, to provide a unified exceptional customer experience.
It is key that the Regional Support Coordinator understands operations and audits procedures and processes to the required standard, encouraging best practice across the business, identifying opportunities for efficiency.
Role Responsibilities
Contribute to the team huddle
Logging hazards and close out
Monitors and ensures operations teams work within required standards 
Undertakes monthly audits to ensure subcontractor files are statutorily compliant with QHSE requirements
Ensure all QHSE audit actions are tracked and closed before the deadline
Ensure coordination of audit actions raised on any site are implemented for   all appropriate sites in the portfolio
Coordinates with account Standards & Compliance Lead
Ensure client QHSE (Logbooks) compliance and maintenance
Holds the list of Technical Team’s tools and equipment and their associated test records i.e. calibration/inspection records
Accountable for the preparation of the Regional  Monthly   Operational   Reports providing the local narrative that identifies trends and potential opportunities for improvement initiatives, including KPI’s and SLA’s
Administers new employee onboarding process including NDA and exiting process
Main point of coordination between site and Central Operations team
Responsible for the maintenance of the Regional delegated authority matrix, the on-call Rota, the business continuity and disaster plan and escalation map
Maintains and audits the out of hours escalation Rota in coordination with Central

Administers   the site   team tracker (leave   and   absence) and   escalates trends to management as required
Train and audit to ensure Client and client policies and procedures are adhered to
Produces site level ad-hoc reporting as requested by Client or the Management Team
Provides knowledge and training to team members as needed
Supports effective resource planning through measuring labour utilisation
Support a culture of recognition in the team and track all team members development plans
Submit timesheets and overtime where applicable
Log team training in matrix, tracking completion and identifying opportunities
Hold   Regional/Site   Support Team   Meetings   to share business updates and   best practice
Conduct Appraisals annually and Personal Development Plans as and when required
Actively engage with client communications
Supplier Management
Supports the Account EMEA Sourcing Lead with the vendor plan to deliver effective procurement of third-party services and contract requirements
Accountable for the set-up of new suppliers and their compliance surveys in the client
supplier platform
Support the Supplier Performance Management process - attending meetings as required and following up on actions with suppliers
Supply partner contract issuing and contract administration
Obtaining supplier quotes and uploading onto the internal system for client approval
Responsible for the management of the Regional work in progress and manages the supply partners to ensure their invoices are provided accurately and on time.
Accountable for the management of unpaid invoices and the daily management of the supplier's invoice pool
Responsible for the region’s invoice process for Client, ensures the correct invoice format and supporting backup is provided on a timely basis and is delivered Right First Time
Maintains comprehensive spend tracking -   works   with finance and operations to ensure accurate forecasting is delivered with supporting narrative
Is the Regional champion for the financial systems
Support the preparation and delivery of monthly Contract and Business Unit Reviews.
Manage the Site/Regional   Support Team in the production of billing application, calculating margins, raising invoices and submitting to the Client
Managing the Contract Support Team to control the invoice pool
Creation and review of management reports such as P&L, WIP, Unbilled Revenue, Debt, OPO, Invoice Pool for the RSM to chase debt
Raising Purchase Orders when required
Review open Regional Purchase Orders
Manage the team’s submission of weekly reports to include WiP, Debt, Invoice Pool and OPO updates
Dynamics AX system champion
Projects and Programs
Identify and   help drive implementation of savings opportunities to ensure Client receives 'optimised value for money' through client
Encourages identification of sustainability champions for the region
Tracking of site and regional benefits for Programme activities
Is   the regional   contact that works   with   the Transformation   Team   for   ongoing development of systems and processes to maximize efficiency benefits for Client
Attends Quality Forums to ensure site level best practice and innovation is proactively shared and implementation is then tracked
Contract Documentation
Champion of Master Services Agreement
Maintains the region's contract documentation e.g. regional site list and related scope matrix ensuring   compliance to the Client stipulated contract management change processed contract management change process


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