Facilities Coordinator

Job Title

Facilities Coordinator

Job Description Summary

The Facilities Coordinator leads and supports the day-to-day operations of Sony Interactive Entertainment’s (SIE) Dublin office, delivering a high-performing, safe, and seamlessly run workplace environment. This role blends hands-on facilities coordination with strategic workplace management — owning ticket management, vendor relationships, health and safety compliance, space planning, and employee experience. The ideal candidate is a proactive, detail-oriented workplace professional who thrives in a fast-paced environment and is equally comfortable working independently and cross-
functionally.

Job Description

Core Responsibilities
 

1. Workplace & Facilities Operations

• Lead day-to-day facilities operations to ensure a safe, functional, and well-maintained workplace
• Act as the primary workplace contact for SIE employees, fostering an environment
• Conduct structured facilities and space readiness walks to proactively identify and resolve deficiencies.
• Conduct routine and monthly site inspections to ensure the site meets service quality and operational standards.
• Ensure meeting rooms, collaboration spaces, and common meet readiness and presentation standards.
• Manage all aspects of health and safety for the Dublin offices, ensuring full compliance with applicable regulations and SIE standards.
• Support preventative maintenance program tracking and coordination of vendor services (janitorial, maintenance, specialty trades)
• Collaborate with building management, local leadership, and cross-functional teams to maintain operational efficiency aligned with SIE standards.

2. Ticket Management

• Serve as the primary owner for facilities ticket management at the regional sites.
• Monitor incoming requests, assign work orders as appropriate, and ensure timely follow through.
• Track open and closed tickets and escalate issues that require additional attention.
• Maintain strong service delivery by monitoring SLAs, response times, and completion timelines.
• Support reporting on ticket volume, trends, KPIs, and service performance metrics.

3. Communication and Request Intake

• Serve as the primary point of contact for facilities-related Slack channel communications.
• Serve as the primary owner of the facilities email alias, including monitoring, routing, and responding to requests.
• Gather and act on employee feedback to implement improvements, sharing insights and larger-scale opportunities with Workplace leadership.
• Maintain clear and professional written communication with employees, vendors, and internal stakeholders.
• Act as a go-to resource for employees, addressing facilities-related inquiries and requests.

4. Event & Workplace Experience Support

• Support planning and execution of onsite events and employee programming, including coordination of logistics (catering, A/V, space setup, vendor access).
• Ensure event space readiness through setup, walkthroughs, and alignment with Facilities, IT/AV, and vendor partners.
• Provide day-of event support as a visible point of contact, troubleshooting issues to ensure a seamless experience.
• Assist with post-event breakdown, space reset, and continuous improvement based on feedback.
   

5. Vendor & Contract Management

• Build and manage strong relationships with external vendors and suppliers, ensuring performance aligns with SLAs in collaboration with the Vendor Enablement team.
• Monitor vendor safety performance, conduct regular reviews, and proactively address any issues or gaps.
• Provide vendor escorting in accordance with site access and safety procedures.
• Support maintenance and renewal of service contracts, including documentation and compliance tracking.
• Coordinate service schedules, work status updates, and follow-up communications with vendors and internal teams.

6. Financial & Administrative Support

• Create and manage Purchase Orders (POs) in alignment with budget and contract requirements.
• Process and track vendor invoices, ensuring accuracy and timely payment.
• Partner with Facilities Managers to support monthly accruals, including tracking open POs and outstanding expenses.
• Assist in budget tracking, variance reporting, and maintaining accurate financial records.
• Support vendor onboarding and ensure compliance with contractual and financial requirements.
• Create and maintain clear written documentation related to service requests, work orders, and issue resolution.

Skills and Qualifications

• 5+ years of experience in facilities management, workplace services, or a closely related field
• Experience working with Integrated Facilities Management (IFM) contractors and suppliers and monitoring service standards; solid understanding of compliance requirements.
• Strong work ethic with the ability to take initiative and function in a fast-paced working environment with immediate and changing deadlines.
• Strong problem solving and decision-making skills; strong organizational skills, attention to detail, and time management are a must.
• Demonstrated strong and effective verbal, written, and interpersonal communication skills; ability to interact comfortably and effectively with managers and employees at all levels within the organization.
• Proficiency in facilities management platforms, ticketing systems, and Microsoft Office / Google Workspace tools; comfortable using Slack as a primary communication channel.

KPIs / Success Measures

• Ticket response time and SLA compliance
• Timely resolution of facilities and workplace requests
• Email alias and Slack channel responsiveness
• Vendor performance outcomes and contract compliance
• Quality of stakeholder communication and employee satisfaction with workplace services
• Accuracy and timeliness of financial administration, including POs, invoices, and accruals
• Successful delivery of space planning projects, MAC activities, and workplace enhancements
• Health and safety compliance and audit readiness

 

 

 

INCO: “Cushman & Wakefield”