Facilities & Executive Support Coordinator Job ID 258682 Posted 29-Jan-2026 Service line GWS Segment Role type Full-time Areas of Interest Facilities Management Location(s) Dublin - Dublin - Ireland A combined role to provide exceptional Front of House duties and a 5-star event customer service experience, in order to support the client’s workspace and to show a flexible approach to work whilst undertaking a wide range of routine and non-routine tasks, ensuring that all staff and visitors receive a best-in-class service. **MAIN DUTIES AND RESPONSIBILITIES** + Ensure all vendors deliver services in line with the contractual obligations + Resolve any supplier issues directly with vendors + Responsible for client presentation areas + Schedule Monthly meetings with the client team to discuss, review and manage the vendors service levels + Notate and report all findings in a monthly report + Raise Purchase Orders and process / endorse client invoicing + Ensure a working escalation process is in place and establish a rota for call outs + When required, escalate any emergencies connected with the facilities or equipment + Co-ordinate access of Vendors with assistance from client security team + Ensure office equipment is in working order and has sufficient supplies + Office inspections, recording any faults + Carry out cleaning audits in conjunction with the cleaning Vendor + Ensure a professional / courteous working relationship is maintained with the Landlords and their representatives + Ensure all kitchens are fully stocked with provisions and any shortfalls are identified + Ensure that all vendors passes are returned to client and NDA’s are completed / filed + Manage client expectations around cover for client events and specific requirements + Identify service shortfalls and bring to the attention of the CBRE leadership team + Ensure that all PPM’s are carried out as scheduled + Manage the outsourced postal service; Manage the courier service and relationship for the client + Greet, welcome and build a good rapport with all staff & visitors entering the building, answering any questions, providing directions and alerting staff when someone is there to meet or visit them. Manage the client’s visitor check in/out system/building log of who is entering and exiting the building. + Manage the mailroom, accept deliveries and mail, organize them to be distributed to the correct recipients using the client’s system and ensure they get to the recipient in a timely manner while also managing outgoing mail and packages for pickup. + Serve as the face of CBRE and our client, offering friendly service to those entering the building or calling by phone. Representing the business with a positive attitude and professional appearance. Assist with enquiries regarding building facilities. + Maintain and organise the reception area, keeping it clean and free of clutter. + Working in conjunction with Security to maintain office security, communicating and reporting any suspicious activity to Security in a timely manner. + Completing administrative or any ad hoc tasks and any other clerical duties such as photocopying, transcribing, filing, sorting and distributing paperwork. + Ensure QHSE and maintenance records/documentation are maintained and readily available using CBRE and client’s systems (Logbooks, Harbour, etc). + Complete daily hazard hunting and upload all findings to Harbour. Issue weekly report to client FM. + Manage/Coordinate all room and event set-up/arrangements, taking full ownership to create a great customer journey for all attendees, from registration to fare well. + Provide hands on support around events, ensure a close cooperation with Workplace, Security, Reception and Cleaners where required. + Collaborate closely with IT Support for any AV setup requirements and hands on AV support. + Build trusted relationships internally to main stakeholder and regular event host, as well as externally to all vendors. + Ensure compliance and best practice by adhering to all client, CBRE and Government standards, processes, policies, procedures and laws. + Supervise subcontractors on-site to ensure a comprehensive contractor management system, including QHSE as per CBRE procedures. + Ensure that all CBRE and Vendor Method Statements and Risk Assessments are in place for all tasks carried out to ensure safe working practices. Ensure Contractor Management procedures are followed. + Manage the CMMS system - Helpdesk Ticket Management System (CBRE or client platforms) including PPM, Reactive tasks from new to completion. + Actively identify/implement innovation across the workplace in collaboration with client and line management, to enhance performance and continue to meet client expectations. + Develop a good working relationship with all members of client, CBRE colleagues and supply partner representatives. + Promote and maintain client’s culture & CBRE standards throughout your daily activities and drive the same standards through our supply chain partners. + Ensure a professional image of CBRE is presented to client, 3rd parties and visitors, and ensure excellence in customer service is delivered and always promoted. + Communicate effectively and build/maintain relationships at all levels within the workplace and with CBRE support points of contact. + Undertake all training as required (e.g., QHSE, First Aid, Customer Service, etc). + Adhere to all fire safety test procedures and to assist in the Weekly Bell test and the evacuation process in the event of fire. + Ensure integrity of financial transactions for the contract. Create accurate POs in a timely manner and review/process supplier invoices using the CBRE Financial system in conjunction with your line manager. + Actively participate in the Operations and Finance meetings with your line manager. + To undertake any other relevant ad-hoc duties as and when required. + Light admin support required for VP’s (calendar support / room booking etc) **PERSON BEHAVIOURS** + Organised (and ability to plan) - Works in a structured way. Thinks ahead to prioritise workload. + Logical - Works in a clear and consistent manner. + Attention to detail - Thorough in carrying out a task, with a high degree of accuracy. + Assertiveness - Confident and effective in putting across point of view to others. + Persistence - 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. **SKILLS AND REQUIREMENTS** + Strong experience in an FM or related services environment + Good knowledge of Facilities Management SLA's / KPI's + Experience in dealing with suppliers / contractors + PC literate - Microsoft suite + Good understanding of FM service contracts and negotiations + Strong communicator with confident oral and written skills + Good administration skills with an eye for detail + Strong customer service ethic + Team player mind-set + Ability to work to pressured deadlines and take on challenges when required + Previous experience in working with executive teams, along with experience in organising and overseeing meetings/events advantageous. CBRE, Inc. is an Equal Opportunity and Affirmative Action Employer (Women/Minorities/Persons with Disabilities/US Veterans)