Facilities Manager

Facilities Manager

Application Deadline: 24 August 2026

Department: Facilities

Employment Type: Full Time

Location: Dublin

Description

The On-Site Facilities Manager provides end-to-end leadership of all facilities, workplace, compliance, and safety functions within the office. The role ensures the delivery of a safe, efficient, compliant, and people-centred workplace by managing budgets, supplier performance, contracts, landlord relationships, physical security, and statutory obligations.

A key responsibility is maintaining full audit-ready standards across Health & Safety, Environmental, ISO frameworks, and Physical Security, including evidence management and task completion. The Facilities Manager acts as the primary on-site escalation point for all facilities issues and ensures continuous improvement across service streams.
The role also provides day-to-day leadership for Facilities Coordinators and Front-of-House member fostering a consistent, high-quality workplace experience

Key Responsibilities

Financial & Commercial Management

• Own and manage the local OPEX and CAPEX budget within Delegated Authority.
• Code, validate, and review all invoice submissions for operational services.
• Conduct monthly budget vs actual reviews with the Senior Business Manager/National FM.
• Ensure all procurement activity follows the Procurement Strategy and P-Card guidelines.
• Provide local input into annual budgeting and reforecasting cycles.
• Support supplier performance reporting by supplying local KPI/SLA feedback.
• Monitor local courier and taxi usage, costs, and volume data for commercial analysis.
• Identify and escalate CAPEX requirements for planning and prioritisation.

Supplier, Contract & Service Delivery Management

• Ensure day-to-day performance of Cleaning, M&E, Security, Vending, Catering, Access Control, and other local suppliers meets contractual standards.
• Conduct service reviews, performance evaluations, and escalation management for all providers.
• Ensure PPM schedules are delivered on time with supporting evidence.
• Coordinate with Property Management Compliance to address non-conformance, RAMS issues, or competency concerns.
• Ensure the completion of all Helpdesk/Portal tickets raised by staff, FOH, or stakeholders

Workplace Experience & Service Excellence

• Lead workplace experience delivery including FOH, visitor management, and client experience.
• Oversee meeting room and AV readiness, event support, and room setup standards.
• Monitor cleanliness, hygiene, and presentation of all office areas including collaboration spaces, kitchens, staff areas, comms rooms (non-technical), storage rooms, and car parks.
• Drive a culture of proactive service, ensuring fast, responsive, and personable interactions with stakeholders.
• Oversee consumables, hospitality supplies, sanitary stocks, and operational inventory management./space-related planning requirements.

Landlord, Tenant & Building Management Liaison

• Act as the primary on-site contact with the Landlord/Managing Agent.
• Attend and share outputs from tenant meetings, building updates, and operational changes.
• Ensure the Head of Portfolio & Projects is informed of relevant building or landlord changes.
• Support building access management, maintenance coordination, and building services communications.
• Flag any premises changes affecting layouts, CAD plans, or workplace design.

Health, Safety & Environmental Compliance

• Ensure full compliance with H&S, Fire Safety, Environmental legislation, and internal firm policies.
• Support scheduled H&S, Fire, Environmental and ISO audits, ensuring evidence and actions are managed.
• Oversee completion of Assurity A+ tasks and ensure the timely upload of documentation (certificates, RAMS, reports, contractor insurances, SDS sheets, etc.).
• Ensure First Aid kits are maintained to BS standard, and defibrillators are correctly stocked, signed, and functional.
• Support timely completion of DSE assessments and escalate ergonomic risks to HR/ER.

Environmental, Energy & Sustainability Responsibilities

• Oversee accurate and timely meter readings for ESOS and ISO 50001.
• Ensure carbon, waste, and FGas data is captured with required third-party evidence.
• Validate documentation from waste contractors including Waste Transfer Notes and Certificates of Destruction.
• Support sustainability initiatives led by Corporate Responsibility or Responsible Business.

Physical Security Management

• Ensure compliance with the firm's Physical Security Policy.
• Manage security audits, CCTV coordination, access control panel functionality, and secure area logs.
• Approve and oversee contractor, visitor, and temporary access permissions.
• Ensure timely deactivation of passes for leavers and correct processes for starters/visitors.
• Work closely with IS and Information Security teams on BRP updates and incident preparedness.

Business Continuity & Incident Response

• Maintain local knowledge and readiness for Building Recovery Plans (BRPs).Provide local support during operational, safety, environmental or IS incidents.
• Ensure all incident logs, escalation notes, and reports are completed and filed correctly.
• Support investigations into accidents, near-misses, and security issues.

Records & Archiving Management

• Ensure compliance with retention policies and risk registers.
• Escalate issues with incumbent archiving providers until Business Stream Contact & QRM fully assume ownership.

Leadership, Culture & People Management

• Lead, guide, and develop the Workplace Services Coordinators, setting clear expectations and service standards.
• Manage workload allocation, priorities, and service coverage across operational functions.
• Support training, mentoring, and ongoing professional development.
• Promote a culture of safety, compliance, customer service, and continuous improvement.

Skills, Knowledge and Expertise

• IOSH Managing Safely (or equivalent).
• Experience in Facilities Management, Workplace Operations, or Property Operations.
• Strong supplier and contract management experience.
• Solid understanding of compliance, statutory requirements, and audit frameworks.
• Experience coordinating multi-service suppliers in a professional environment.
• CIEHF DSE Assessor certification.
• First Aid at Work & Fire Warden certification.
• Experience working within ISO-accredited environments.
• Experience in corporate, professional services, or multi-site organisations.
• Strong leadership and coaching skills.
• Excellent stakeholder and relationship management.
• Strong financial understanding and commercial awareness.
• Ability to prioritise under pressure and manage competing demands.
• Confident in data, evidence management, and digital workflow systems

Benefits

Office Facilities

• State of the art high tech office in a Central Dublin City Centre location
• Onsite gym, with changing & shower facilities
• Secure bike parking
• Onsite café with complimentary barista

Health Benefits & Leave Entitlements

• Together Anywhere Leave
• Annual Leave Purchase Scheme
• Take a Me Day
• Adoptive, Paternity, Fertility & Maternity Leave
• Mini Health Assessments
• Digital Doctor access
• Expanded Health Insurance providers

Work Equipment & Resources

• Mobile Phone & Laptop
• Annual Professional Subscription
• Career Progression
• L&D initiatives

Income Benefits

• Annual travel allowance
• Life Assurance
• Increased pension contribution
• Income Protection