Facilities Coordinator / Laboratory Support Technician

Facilities Coordinator / Laboratory Support Technician

Team Operations | Contract Permanent

About Mitie

About Mitie

Mitie provides a wide range of facilities management (FM) services across Ireland, Europe, and the UK. These are delivered as integrated FM contracts, in bundles or as single services, depending on client requirements. Our service areas include technical services, energy and building services, cleaning, security, front of house and consultancy.

We work with a wide range of private and public clients to create great work environments, which resulted in Mitie winning 4 awards in the 2023 Facilities Management Awards, including Total FM Service Provider for the third year in a row. We have also won 3 awards in the Workplace Excellence awards in 2023 - Best in CSR, Manager/Leader of the Year, Excellence in Learning & Development - over 1,000 employees.

Mitie have been awarded the IBEC Keep Well Mark in 2021, 2022 and 2023 for our commitment to employee wellbeing and we have also been named in the Top 100 Employers for Wellbeing in Ireland for two years in a row. We are proud of our diverse workforce and like to recognise our people through various reward and recognition schemes, as well as through learning and development.

Our premise is simple: the exceptional, every day.

About the role:

To support the operations of the group by providing expertise and focus to administrative control/support, communication, and business processes by improving efficiency. To establish/promote accountability and responsibility by building beneficial internal/external relationships and ensuring a coordinated approach to operational deadline adherence.

The laboratory Support Technician role is part of the Integrated Facilities Management team providing technical support to laboratories in Haleon Dungarvan. Also, as part of this role it also includes administrative support to the catering and cleaning units.

Job duties:

EHS / Quality / Facilities

Ensure legislative health and safety records are maintained and monitored. Refer any non-compliance or weakness in procedures to line manager.

Become familiar with the relevant safety Standard Operating Procedures (SOP's), Client EHS standards and guidelines and relevant legal requirements.

Maintain laboratory records in compliance client KPIs.

Participate fully in the site's safety initiative and ensure that all relevant safety precautions are undertaken when working in the laboratory. Ensure correct disposal of waste from the laboratory.

Report all accidents, incidents and any EHS issues using the appropriate process/system to your line manager or, if required, the Occupational Health Advisor.

Administer the Near misses on both client and Mitie systems

Maintain work areas in an inspection ready state and clean as you go to maintain good safe housekeeping standards.

Complete all Area Quality Meetings & Level 1 Self Inspections for department

Control the Periodic review of department documents and upload to CDMS

Support the team with all MERP actions, CAPAs, DE's MC's etc to ensure closure in a timely manner

Track and monitor the team's performance management by tracking progress on metrics such as compliance to MyLearning.

Track and update department compliance metrics (e.g. Near Misses, Engineering Compliance Tracker)

Interact with responsible persons regarding completing their action in MERP's, updating the system where necessary

Support organising training courses to ensure there are no overdues

Ensure Supplier Files (AVL's) are updated to include current Insurance cert and ABAC Due Diligence details

Support EHS GEMBA's and Monthly meetings

Coordinate Department EHS Risk Map and track Risk Assessments to schedule

Running daily and weekly reports for the department

Forecasting stock requirements for QC laboratories

Inspecting deliveries and processing invoices through Stock Boss

Ensure good working relationships with suppliers.

Adherence to EHS standards on site, always mindful of advocating safe behaviours and compliance

Perform duties in a compliant & safe manner and behave in accordance with our Quality Management System requirements and Quality Docs

Resolving supply issues

People Management

Deputise for and support the administration team onsite

Administrate and control the payroll system services and assist with other services payroll queries

Manage and schedule suppliers/sub-contractors onsite

Planning & Organising

Process invoices from suppliers/sub-contractors.

Ensure work activity is planned in accordance with risk assessment, method statements and minimise disruption to your client.

Raise Purchase orders for consumables/chemicals stores, in association with Fisher.

Provide administrative support to the cleaning units (e.g. invoices, payroll, ordering, stock management & Near Misses).

Review & monitor chemical expiry dates and highlight any out of date chemicals to the Laboratory Team Leader for required action.

Customer Services & Support

Manage the helpdesk calls, emails and work via MERP and a central tracker

Understands clients' and customers' expectations and needs and tailors solutions accordingly

Liaise with sub-contractors to ensure the clients requirements are met

Problem Solving

Diagnose and resolve problems and issues arising from client requests, ensuring trade teams follow set procedures for trouble shooting faults.

Utilise data trends and experience to anticipate potential problems and implement solutions to prevent future issues.

Respond to complaints and resolve problems utilising roles and skills of others within the IFM team as the candidate deems necessary. Sets the priorities and decides remedial actions in order to meet service level agreements for occupiers.

Analysis, Reporting and Documentation

The candidate will use the clients' software to generate reports and analyse data for the IFM team.

Support the IFM team in the preparation and control of the CAPA's, Audits etc.

Continuous Improvement

Implement methods to ensure service levels of response and completion on helpdesk calls are improved on a month by month basis.

Perform role related duties as requested by management

Key Performance Indicators (KPIs)

Promote Zero Accident rate within onsite

Raise 7 Near Misses per year

Zero Complaints in relation to late stock orders.

Zero overdue training (Includes SOP, mandatory, EHS, General and GMP training requirements)

Zero overdue EHS and quality actions

Full compliance with the permit to work and risk assessments

Skills, Knowledge and Experience

Essential

Familiar with GMP as applied to a laboratory

Experience of using software (SAP, Microsoft Office etc) to manage work and resources.

Understanding of Health and Safety issues and requirements related to the facilities Industry gained through experience.

Ability to take ownership and be accountable for all aspects of the role, ensuring tasks delivery is within time-scales, high quality and excellent customer satisfaction.

Excellent communication and presentation skills, using oral, written and electronic media, so that complex information and analysis is clearly understood and/or acted upon by wide range of recipients

Being able to work outside of normal hours if an emergency arises needing urgent attention

Provide cover for the other staff within the IFM team when absent from site

Desirable

Experience and practised skills in dealing with pharmaceutical clients and working in a GMP environment

Comprehensive experience of working to Service legal agreements and key performance indicators. Ensuring team members comply with service obligations.

Demonstrate knowledge and understanding of the principles and responsibilities imposed by law, codes of practice and other regulations appropriate to Health and Safety.

A qualification of IOSH general certificate in Occupational Health and Safety

Whilst every effort has been made to ensure the details of this job description are correct - due to the varied requirements of the support services industry, this job description cannot be exhaustive. Therefore, the jobholder may be required from time to time to carry out other tasks as required by management in order to meet the operational needs of the business

Mitie is an equal opportunity employer