Overview / Purpose of the Role


Reporting to the Engineering and Facilities Manager, the successful candidate will have responsibility for managing the technical administrative duties of the Facilities and Engineering department for the business units of PHX Ireland.
Working hours will be between the core hours of 8.30am to 5.00pm Monday to Friday. Work outside these hours may be required on occasion.


Key Responsibilities

• Working within a team to Co-ordinate all planned preventative maintenance for PHX Ireland sites.
• Take ownership of the administrative works and helpdesk coordinating for PHX Ireland Pharmacy retail stories and warehousing.
• Be able to respond and prioritise reactive maintenance calls and requests as and when required to ensure quick response and minimal disruption to the business by assigning them to either internal UD team or external contractors.
• Manage the helpdesk to deal with daily requests from business colleagues via phone, email, or chat, and respond to same providing status of corrective work completion.
• Manage, administer, and take ownership of the Computerised Maintenance Management System (CMMS) to receive work requests; assign work orders; enter system data and upload service reports.
• Working with the maintenance team and external providers to ensure all works are up to date and any follow up works are scheduled to completion.
• Tracking of all repairs, follow up works and quote requests to completion.
• Maintain all maintenance records / reports and file accordingly and make available for inspections (Quality, Statutory and Third-party audits).
• Prepare Capex and Purchase Order approval requests.
• Follow up on PO's to ensure contractors receive the same and verify commencement dates.
• Assist Maintenance personnel with procurement of spare parts and supplies.
• Maintain asset databases.
• Maintain equipment databases, e.g., working at height equipment, internal transport vehicles, cold storage, PPE, fire equipment, lifting equipment etc.
• Logging, tracking, and ensuring completion of reports of Thorough Examination.
• Manage contractor safety for EHS standards across the FM department and adherence to same.
• Assist in the development of FM procedures and policies and coordinate training across the department.
• Initiate new vendor set-up to completion.
• Preparation of operational reports for monthly management reviews.

Key Experience / Skills / Education

• Working knowledge of FM and helpdesk role with previous administrative experience (3-5 years minimum experience).
• Excellent interpersonal, written and spoken communication skills.
• Build and maintain strong relationships across all departments and entities.
• Highly organised with proven ability to prioritise multiple tasks under pressure.
• Strong IT understanding and experience of CMMS.
• Ability to make decisions and work without close supervision.
• Time Management and meeting deadlines.
• Attention to detail.
• Motivated, forward-thinking and safety conscious.
• Experience in SAP an advantage.

About United Drug


United Drug is Ireland's largest pharmaceutical distribution company and was originally founded by a group of pharmacists in Ballina, Mayo in 1948. In 2022 United Drug became part of the PHOENIX group and is now part of Europe's leading healthcare provider in the sector. Employing more than 650 staff across operations in Dublin, Limerick and Mayo, we partner with more than 1,900 pharmacies, hospitals, clinics and primary care centres across Ireland. The business spans across three business units; United Drug Wholesale, United Drug Distribution and United Drug Consumer - all leaders in their category.


About PHX Ireland & PHOENIX Group
As Irelands leading fully integrated healthcare provider, we are proud of our mission - We deliver health.
PHX Ireland Group employs over 1,800 talented and experienced people, all passionate about supporting their customers and patients and striving to enhance the quality of life for millions of patients every single day.
We operate 5 distribution centres, pharmacies nationwide, deliver over 85 million packs to Irish pharmacies and hospitals, and serve over 500,000 patients each year.
By working collaboratively together to provide these solutions, PHX Ireland can enable a sustainable healthcare system and support Irish Healthcare needs.
PHX Ireland is part of the PHOENIX group. Having access to Europe's leading healthcare provider helps us grow and evolve, by adopting best practice, and sharing insights, processes, and expertise we can continuously improve our offering and drive Irish Healthcare forward.


We strive to foster an open and inclusive environment, embracing applications from individuals of all backgrounds. Our commitment lies in ensuring an accessible interview process for all candidates. If you require additional support or accommodations to attend an interview, we kindly encourage you to reach out to jobs@phxireland.ie