Assistant Facilities Manager

Morgan McKinley; Dublin; On-site; EUR 45,000 - 65,000; Full time

Job summary

Morgan McKinley in Dublin seeks an experienced Assistant Facilities Manager to support the National Facilities Manager across multiple sites in Dublin and Leinster. The role covers facilities management, maintenance coordination, contractor management, compliance, reporting and stakeholder engagement for around 1,000 site users.

You will be a key contact for operational issues, supporting improvement initiatives, projects and broader facilities management programmes as required, ensuring safety,

Qualifications

• Minimum 3 years' experience in Facilities Management, Facilities Administration or a similar operational support role.
• Experience coordinating maintenance, contractors or facilities services.
• Strong working knowledge of Microsoft Office, particularly Excel, Word, PowerPoint and Outlook.
• Experience working with CAFM systems and facilities-related data.
• Strong organisational and time-management skills, with the ability to manage multiple priorities.
• Excellent communication, interpersonal and stakeholder-management skills.
• Strong analytical and problem-solving abilities.
• High level of attention to detail and professional integrity.
• Ability to work independently while also contributing effectively as part of a wider team.
• A proactive, flexible and adaptable approach to changing priorities and operational requirements.

Responsibilities

• Coordinate hard and soft facilities management services across assigned sites.
• Manage day-to-day reactive and planned maintenance activities through the CAFM system.
• Maintain accurate site documentation, including site folders, site packs, contact details and digital records.
• Support the escalation and resolution of operational issues in collaboration with the wider Facilities Management team.
• Help ensure facilities services are delivered efficiently and to agreed standards.
• Coordinate with contractors, subcontractors, service providers and consultants.
• Monitor service delivery against agreed KPIs and SLAs.
• Review contractor documentation and ensure compliance with approved Safe Systems of Work.
• Liaise with suppliers regarding purchase orders, invoices and financial queries.
• Support effective contractor performance management and issue resolution.
• Support the management of health and safety requirements across all facilities activities.
• Help ensure statutory, environmental, health and safety requirements are met.
• Participate in site audits, including HSQE, cleaning and other operational audits.
• Support the implementation and monitoring of company and EHS compliance policies.
• Act as Fire Warden when required.
• Prepare reports, meeting minutes, presentations, spreadsheets and other management information.
• Support the collation and analysis of financial information for reporting and budget monitoring.
• Assist with the preparation and submission of monthly regional performance reports.
• Transfer and maintain accurate data within CAFM systems.
• Ensure asset information, maintenance records and schedules are kept accurate and up to date.
• Develop and maintain positive working relationships with site personnel, contractors, suppliers and internal teams.
• Act as a professional point of contact for facilities-related queries and operational issues.
• Support effective communication between site teams and the wider Facilities Management function.
• Represent the National Facilities Manager at meetings and in correspondence when required.
• Support the delivery of capital projects and facility upgrade programmes.
• Assist with regional initiatives, benchmarking exercises and continuous improvement programmes.
• Identify opportunities to improve operational efficiency and service delivery.
• Explore opportunities for self-delivery of services where appropriate.
• Contribute ideas and recommendations to improve processes, systems and the overall customer experience.
• Coordinate vehicle cleaning and sanitation schedules.
• Maintain and distribute daily and weekly operational logs.
• Provide regular updates to management.
• Proactively identify and recommend improvements to facilities processes and procedures.
• Undertake other reasonable duties and responsibilities as required.

Skills

Facilities Management

Stakeholder management

Maintenance coordination

Contractor management

Reporting & analytics

Communication

Education

IOSH Managing Safely

Legionella Awareness

Six Sigma Yellow Belt

MS Project

Tools

Microsoft Excel

Word

PowerPoint

Outlook

CAFM systems

Job description

We are seeking an experienced and proactive Assistant Facilities Manager to support the National Facilities Manager in the day-to-day management and delivery of facilities services across multiple sites in Dublin and the wider Leinster region.

This is a varied role covering facilities management, maintenance coordination, contractor management, compliance, reporting and stakeholder engagement. You will play an important role in ensuring facilities operate safely, efficiently and to a consistently high standard for approximately 1,000 site users.

The successful candidate will also act as a key point of contact for operational issues, supporting continuous improvement initiatives, projects and wider facilities management programmes as required.

Key Responsibilities

Facilities & Operational Management

• Support the coordination and delivery of Hard and Soft Facilities Management services across assigned sites.
• Manage day-to-day reactive and planned maintenance activities through the CAFM system.
• Maintain accurate site documentation, including site folders, site packs, contact details and digital records.
• Support the escalation and resolution of operational issues in collaboration with the wider Facilities Management team.
• Help ensure facilities services are delivered efficiently and to agreed standards.

Contractor & Supplier Management

• Coordinate with contractors, subcontractors, service providers and consultants.
• Monitor service delivery against agreed KPIs and SLAs.
• Review contractor documentation and ensure compliance with approved Safe Systems of Work.
• Liaise with suppliers regarding purchase orders, invoices and financial queries.
• Support effective contractor performance management and issue resolution.

Health, Safety & Compliance

• Support the management of health and safety requirements across all facilities activities.
• Help ensure statutory, environmental, health and safety requirements are met.
• Participate in site audits, including HSQE, cleaning and other operational audits.
• Support the implementation and monitoring of company and EHS compliance policies.
• Act as Fire Warden when required.

Administration & Reporting

• Prepare reports, meeting minutes, presentations, spreadsheets and other management information.
• Support the collation and analysis of financial information for reporting and budget monitoring.
• Assist with the preparation and submission of monthly regional performance reports.
• Transfer and maintain accurate data within CAFM systems.
• Ensure asset information, maintenance records and schedules are kept accurate and up to date.

People & Stakeholder Engagement

• Develop and maintain positive working relationships with site personnel, contractors, suppliers and internal teams.
• Act as a professional point of contact for facilities-related queries and operational issues.
• Support effective communication between site teams and the wider Facilities Management function.
• Represent the National Facilities Manager at meetings and in correspondence when required.

Projects & Continuous Improvement

• Support the delivery of capital projects and facility upgrade programmes.
• Assist with regional initiatives, benchmarking exercises and continuous improvement programmes.
• Identify opportunities to improve operational efficiency and service delivery.
• Explore opportunities for self-delivery of services where appropriate.
• Contribute ideas and recommendations to improve processes, systems and the overall customer experience.

Additional Responsibilities

• Coordinate vehicle cleaning and sanitation schedules.
• Maintain and distribute daily and weekly operational logs.
• Provide regular updates to management.
• Proactively identify and recommend improvements to facilities processes and procedures.
• Undertake other reasonable duties and responsibilities as required.

Required Experience & Skills

• Minimum 3 years' experience in Facilities Management, Facilities Administration or a similar operational support role.
• Experience coordinating maintenance, contractors or facilities services.
• Strong working knowledge of Microsoft Office, particularly Excel, Word, PowerPoint and Outlook.
• Experience working with CAFM systems and facilities-related data.
• Strong organisational and time-management skills, with the ability to manage multiple priorities.
• Excellent communication, interpersonal and stakeholder-management skills.
• Strong analytical and problem-solving abilities.
• High level of attention to detail and professional integrity.
• Ability to work independently while also contributing effectively as part of a wider team.
• A proactive, flexible and adaptable approach to changing priorities and operational requirements.

Desirable Qualifications & Experience

The following would be advantageous:

• IOSH Managing Safely.
• Legionella Awareness training.
• Six Sigma Yellow Belt or demonstrable experience in process improvement.
• Knowledge or experience of MS Project.
• Experience working within a large, multi-site facilities environment.
• Experience supporting audits, compliance programmes or capital projects.