The posting
Background:
Veolia is Ireland’s leading environmental services company. We provide a comprehensive range of energy, waste and water solutions and are dedicated to carbon reduction, protecting the environment and building the circular economy. We offer all employees a benefits package as standard which includes full VHI cover, pension and education assistance.
When you see the world as we do, you see the chance to help the world take better care of its resources, and help it become a better place for everyone. It's why we're looking for someone who's just as committed as we are, to push for genuine change and bring our ambition of Ecological Transformation to life.
We know that everyone here at Veolia can help us work alongside our communities, look after the environment, and contribute to our inclusive culture.
Utilities Contract & Maintenance Coordinator
Location: Blanchardstown
Duration: Permanent
Reports to: Site Manager
Hours : 39 Hours per week
Overview of the role;
The Utilities Contract & Maintenance Coordinator is responsible for the leadership, coordination, planning, scheduling, reliability improvement, and financial management of all utilities maintenance activities across the site. The role ensures that utility systems are maintained safely, efficiently, and in full compliance with regulatory, client, and contractual requirements.
Working within the client Engineering Utilities Team, this position provides operational leadership for maintenance planning, contractor management, reliability engineering, continuous improvement initiatives, budget control, and technical support. The role plays a critical part in driving asset reliability, optimizing maintenance performance, managing vendor relationships, and ensuring contractual obligations are delivered to the highest standard.
The Utilities Contract & Maintenance Coordinator is a key contributor to site operational excellence, promoting a proactive maintenance culture focused on safety, compliance, efficiency, and continuous improvement.
Key Responsibilities
Maintenance Planning & Scheduling
- Lead the planning, scheduling, and coordination of all preventive, predictive, corrective, and statutory maintenance activities.
- Manage daily, weekly, and monthly maintenance schedules through the site CMMS.
- Coordinate equipment shutdowns, isolations, permits, system handovers, and maintenance windows to minimize operational disruption.
- Ensure all maintenance activities align with site maintenance strategies and client requirements.
- Maintain up-to-date vendor maintenance schedules and ensure service delivery against agreed plans.
- Coordinate resources, labour availability, equipment access, and maintenance priorities.
Utilities Helpdesk & Work Management
- Manage the day-to-day operation of the Utilities Helpdesk.
- Review, prioritize, and allocate maintenance requests in accordance with business and operational priorities.
- Lead the daily Utilities Planning Meeting, ensuring clear communication of work activities, outages, risks, and operational impacts.
- Coordinate contractor access and permit requirements.
- Track and ensure timely closure of maintenance requests and vendor reports.
- Develop and maintain preventive and corrective maintenance routines.
- Coordinate workload allocation for both day and shift-based technicians.
Reliability Engineering & Asset Performance
- Monitor asset performance, reliability trends, equipment history, and maintenance effectiveness.
- Identify recurring equipment failures and reliability issues.
- Lead Root Cause Analysis (RCA) investigations on major failures and recurring maintenance concerns.
- Develop and implement corrective action plans that improve equipment reliability and availability.
- Drive reliability-centred maintenance practices throughout the utilities function.
- Promote predictive and condition-based maintenance methodologies where applicable.
Continuous Improvement & Productivity
- Lead maintenance productivity improvement initiatives.
- Identify opportunities to reduce reactive maintenance and improve work planning effectiveness.
- Standardize maintenance processes, procedures, and job plans.
- Promote Lean Maintenance, TPM, and Continuous Improvement methodologies.
- Implement initiatives focused on: Reduced downtime Increased equipment availability Improved maintenance efficiency Cost optimization Enhanced safety performance
Performance Monitoring & Reporting
- Develop and maintain KPI reporting systems.
- Monitor and report on: PM Compliance Work Order Backlog Equipment Availability MTBF (Mean Time Between Failures) MTTR (Mean Time To Repair) Downtime Analysis Reliability Trends Vendor Performance
- Prepare and present regular performance reports to Site Management and Client stakeholders.
- Provide actionable recommendations based on maintenance and reliability data analysis.
Contractor & Vendor Management
- Act as the primary liaison between site stakeholders, service providers, maintenance contractors, and equipment vendors.
- Manage contractor performance against site and contractual requirements.
- Ensure service providers meet planned maintenance schedules and statutory obligations.
- Coordinate vendor attendance, site access, permits, and work execution activities.
- Review contractor reports and ensure corrective actions are appropriately tracked and closed.
- Support contract negotiations, supplier evaluations, and service reviews.
Compliance, Safety & Risk Management
- Promote a strong safety culture throughout all maintenance activities.
- Review and approve: Risk Assessments Method Statements (RAMS) Control of Hazardous Energy (COHE) Permit-to-Work documentation Red Tag and Isolation Procedures
- Ensure all maintenance activities comply with: EHS requirements Regulatory standards Site procedures Contractual obligations
- Participate in audits, inspections, incident investigations, and safety initiatives.
CMMS & Documentation Management
- Maintain an accurate and effective CMMS system.
- Ensure all maintenance documentation is completed and recorded appropriately.
- Maintain records relating to: Work Orders Asset Histories Preventive Maintenance Programs Vendor Reports Reliability Studies Training Records Statutory Compliance Activities
- Develop and update maintenance routines for new and existing assets.
- Create and maintain maintenance tracking tools, databases, and performance dashboards.
Team Leadership & Communication
- Provide day-to-day management and support to utilities maintenance leadership personnel.
- Drive accountability, performance, and development across the utilities maintenance team.
- Maintain department communication boards and visual management systems.
- Ensure effective engagement with: Utilities Team Engineering Team Operations Team Contractors Site Stakeholders
- Lead maintenance recovery meetings and coordinate actions following significant operational events.
Direct Reports
The Utilities Contract & Maintenance Coordinator will have direct responsibility for:
- Refrigeration Lead
- Electrical Lead
- Clean Utilities Lead
- Black Utilities Lead
- Shift Leads
- Utilities planning and Asset engineer
Leadership Responsibilities
Ensure all Area Leads consistently deliver:
- Weekly Safety Observations
- Safety GEMBA Walks
- Completion of assigned work orders
- Training compliance requirements
- Follow-up on shift-related issues
- Closure of maintenance action items
- Effective communication across their respective disciplines
Provide day-to-day leadership, coaching, support, and performance management to all direct reports.
Maintain Utilities Helpdesk and Support Systems
- During periods of Leave or when required, assist with day to day running of utilities helpdesk
- Organise area recovery meetings with operations when required
- Review Preventative and maintenance work orders to ensure compliance
- Update all utilities team rota’s , time sheets when required
- Review holiday requirements to ensure adequate coverage during periods of leave
- Maintenance Scheduling & Planning: Oversee the daily and weekly scheduling of preventive and corrective maintenance activities using the site CMMS. Develop, prioritize, and communicate maintenance plans to optimize labour, equipment access, and operational continuity. Coordinate and plan equipment shutdowns, isolation points, and system handovers, minimizing disruptions for end users. Ensure all maintenance schedules align with Client Maintenance system and all vendor maintenance scheduled dates are up to date and scheduled as per plan.
- Utilities Helpdesk Management: Overall responsibility for operation of utilities helpdesk on day-to-day basis. Monitor helpdesk requests and action appropriately. Lead utilities morning meeting, focusing on daily schedule upcoming work and impacts to both utilities and engineering. Ensure all vendors are managed from schedule point of view, access requirements and closure of all vendor reports when received. Updating of daily schedule using, requests received and planned maintenance activities. Ensure all requests are compliant and all pre-requisites for safety, operational are met. Coordinate both daily and shift technicians on weekly, monthly basis with issuing of preventative maintenance routines and corrective routines. Create corrective maintenance routines based on reactive maintenance from both existing routines and helpdesk requests.
- Productivity Optimisation: Identify and implement work management practices that increase maintenance productivity, such as job plan development, workflow standardization, pre- and post-maintenance reviews, and reduction of reactive maintenance. Monitor execution efficiency and propose enhancements to maintenance execution.
- Stakeholder & Vendor Engagement: Serve as the principal liaison among contractors, vendors, project teams, engineers, and end users throughout the maintenance lifecycle. Ensure communication is timely, actions and responsibilities are clearly defined, and lessons learned are fed back into the maintenance process.
- Work closely with client systems owners on any utilities related issues
Financial & Commercial Responsibilities
- Manage all contract-related financial activities.
- Control maintenance budgets and expenditure.
- Monitor financial performance against budget targets.
- Manage: Purchase Orders Quotations Vendor Invoicing Financial Forecasting Cost Reporting
- Generate monthly client billing and financial reports.
- Liaise with:
- Client Procurement
- Veolia Procurement
- Finance Teams
- Manage spare parts procurement and inventory requirements.
- Coordinate statutory inspection requirements and associated budgets.
- Support contract profitability and commercial performance objectives.
Training & Competency Management
- Maintain training records and competency matrices for all utilities personnel.
- Ensure mandatory training requirements remain current.
- Coordinate internal and external training activities.
- Track training expiry dates and renewal requirements.
- Support workforce competency development and succession planning initiatives.
Systems & Technology
- Maintain and develop CMMS systems and maintenance databases.
- Manage utilities tracking systems relating to: Training Helpdesk Activities Vendor Management Spares Management Permit-to-Work Systems COHE Procedures Reliability Programmes
- Develop reports, spreadsheets, dashboards, and analytical tools to support
operational decision-making.
Qualifications & Experience
Essential
- Third-level qualification in Engineering, Maintenance Management, Reliability Engineering, Industrial Engineering, or related discipline.
- Minimum 5 years experience in a maintenance planning, utilities, reliability, or maintenance management role.
- Strong knowledge of utilities systems within pharmaceutical, biotechnology, healthcare, industrial, or critical facility environments.
- Experience using CMMS systems, maintenance planning tools, and reliability analysis techniques.
- Demonstrated experience in contractor and vendor management.
- Strong understanding of maintenance KPIs and reliability methodologies.
- Experience managing budgets and commercial contracts.
- Technical expertise in utilities systems, maintenance practices, reliability engineering, and CMMS tools.
- Third level qualification or equivalent, in maintenance management, reliability or industrial engineering
- Advanced skills in computerized maintenance management, work order setup, scheduling, and analytics.
- Experience in reliability-centre maintenance, failure analysis, and trend reporting.
- Demonstrated ability to lead and sustain improvement projects (e.g. Lean, Six Sigma, TPM).
- Knowledge of safe systems of work, RAMS, COHE, red tagging, and industry standards.
- Skilled in clear, professional engagement with internal and external parties.
- Able to manage priorities efficiently, maintain high attention to detail, and keep accurate records.
- Proactive and analytical approach with strong follow-through on corrective actions.
- Excellent communication skills both Verbal and Written.
- Financial & Commercial Awareness
- Root Cause Analysis
- Continuous Improvement
- Compliance & Safety Management
- Communication & Stakeholder Management
- Data Analysis & Reporting
- Attention to Detail
Desirable
- Lean Six Sigma qualification.
- Reliability-Centred Maintenance (RCM) training.
- Project Management qualification.
- Experience in pharmaceutical or GMP-regulated environments.
- IOSH, NEBOSH, or equivalent safety qualification.
Please note:
If you are an EU/EEA national, you will be asked to show proof of right to work in Ireland.
If you are a non-EU/EEA national , you will require current and valid permission to work and reside in the Republic of Ireland.
Information on legislation and guides to the procedures in relation to obtaining greencard permits ,work permits, spousal/dependant permits is available on the Department of Jobs, Enterprise and Innovation website.
