Projects Coordinator: Delivery&Compliance Support, Dublin Pike

Position Title Projects Co‑Ordinator

Location CBRE DCSI Office Blanchardstown

Reports to Head of Projects

Hours of Work 40 Hours per week on site

Contract Full time permanent position

Purpose of the Job The main feature of this role will be to support the development and delivery of projects within the Projects and consultancy business. Supporting the Head of Projects&Projects QS with the day‑to‑day commercial management of projects. Supporting Project Managers with commercial&administrative duties.

Responsibilities Projects Coordinator Duties:

Support the Head of Projects&Projects QS with the day‑to‑day commercial management of projects

Assist with the collation of tender documentation under the guidance of the Projects QS

Record, archive, and transmit meeting minutes as needed.

Ensure regular required reporting is being submitted, collected, transmitted, and archived in the proper location.

Work with the various project teams and support the QHSE function on safety incident reporting.

Support Project Managers on change management as needed.

Support process between internal and external teams from design to delivery to operations.

Manage Box or project system collaboration between CBRE, client and other stakeholder teams.

Organize and Manage access for CBRE teams to various internal and external applications&systems.

Coordinate and plan project team training for CBRE compliance and project specific training.

Coordinate and support site‑based induction and training records.

Support Document production and control of tender, bid&contract requirements for existing and new customers including effective project process management/tracking and version control.

Support Document Control and the Document Management processes (i.e., collating weekly reports from multiple teams, Tracking logs for RFIs, Technical Submittals, etc).

Support Document Control in collecting and verifying Close‑out Documents (i.e., drawings, reports, O&Ms and other construction documents) are filed and shared properly in the online systems.

Assist in third party&local authority coordination as needed

Help the Project Team on organizing team events.

Manage Project Team’s calendar for holidays to assure necessary presence on site.

Preparing and issuing predefined reports for both internal and external customers

Preparation of business unit review documentation

Customer contact both internal and external

Developing systems and procedures to improve the overall efficiency of the projects team.

Person Specification

Good basic education to Leaving Cert (or equivalent standard), which will include an English and Math’s qualification.

Higher educational qualifications to Bachelors would be beneficial. Accountancy&Finance experience desirable.

Proficient in the use of Word, Excel, Access and PowerPoint. Desirable Experience of using Microsoft Projects.

Experience

Experience of a similar role in a medium‑sized business. Well‑developed communication skills enabling the individual to work with Senior Managers, clients, suppliers, and staff of all levels and abilities

Aptitudes

Excellent command of the English language demonstrated through good verbal and written communication.

Must be detail conscious, accurate and methodical in approach.

Strong organizational and communication skills.

Able to work systematically and use own initiative.

Able to work on more than one task at any given time and to a varying workload as the business need requires.

Must demonstrate strong interpersonal skills and be able to work as part of a team as well as independently.

Character

Must demonstrate a strong sense of customer focus and promote a sense of team spirit and good moral within the office.

Confidential approach and discrete.

Must be able to influence others, and engender confidence in senior managers through both face‑to‑face, telephone and written communication.

Reliable, able to complete work within required time frame and manage own deadline requirements.

Calm manner able to work under pressure and against rapidly changing demands and priorities.

Ability to problem solve and flexible to modify working approach to meet the needs of customers and the business.

Additional Information Must be flexible to work outside core office hours from time to time, and to travel on occasions to other work locations around Ireland.

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