Office & Systems Training Coordinator

At Apleona, We are always on the lookout for talented and dynamic individuals to join our team. We are currently recruiting for an Office and Systems Training Coordinator to be based in Dublin 14.

Working Pattern: Monday to Friday, 8am - 4:30pm.

Main Duties and Responsibilities

• Devise and maintain a training matrix and plan for employees using various training techniques (manuals, videos, online clinics, workshops).
• Coordinate induction and integration training to ensure employees are fully trained and proficient in operational systems.
• Monitor and support employees to ensure they utilise systems effectively and efficiently.
• Provide training and support on commercial data including billing, invoice approval and reporting.
• Create, maintain and administer a central training library (e.g. on SharePoint) for all training materials.
• Produce SOPs for key operational processes e.g. billing in NAV, raising purchase orders.
• Regularly review and identify gaps and issues in system usage and propose practical solutions
• Coordinate training requirements for the implementation of new applications
• Promote standardisation and uniform ways of working across sites to ensure consistency.
• Support testing of new systems and functionalities and assist with their implementation
• Act as the operational "go-to" person for training requirements relating to Citrix NOE, web portal, ELO, etc.
• Prepare regular internal status reports highlighting training progress, risks and opportunities.
• Support the Commercial Department with contract-specific queries
• Support in closing purchase order lines and aged sales quotations
• Monitor staff, visitor and contractor access in and out of the building, and initiate changes to door and alarm codes as required.
• Ensure reception and common areas are kept tidy; manage deliveries and general reception duties.
• Coordinate lodgement of cheques to Apleona bank accounts, and update relevant AR, Operations or Procurement contacts.
• Liaise with senior management regarding upcoming meetings, town halls and events, and arrange travel bookings as required.
• Manage meeting room bookings and associated hospitality requests.
• Order and maintain supplies such as stationery, coffee and marketing merchandise.
• Maintain a preventative maintenance planner for Head Office
• Work with HSEQ to ensure the office environment and procedures meet health and safety regulations.
• Liaise with the landlord on landscaping, maintenance of external areas and general repairs, and manage heating schedules
• Monitor access to key storage, ensuring keys are tracked and returned.

Qualifications and Experience

• Excellent working knowledge of Citrix NOE, web portal, ELO, NAV, CAFM Microsoft Excel, Word, Outlook and other relevant software
• Third-level qualification is desirable but not essential.
• Two or more years’ experience in a Service Support Centre, facilities environment or similar dynamic setting
• Two or more years’ experience operating a CAFM system is an advantage. 
• Strong ability to learn, embrace and support new systems and procedures.
• Experience in training delivery or coordination, including quality assurance of training materials and processes.
• Strong numeracy, verbal, interpersonal and communication skills.
• Ability to work effectively both as part of a team and on own initiative.

We look forward to hearing from you!

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