Facilities Manager

Apleona GmbH; Dublin; Hybrid; EUR 65,000 - 90,000; Full time

Job summary

Apleona GmbH is recruiting a Facilities Manager to join the Dublin team in Clonskeagh/Dublin 4. The role runs Monday to Friday 8:30am–5pm and involves leading facilities operations, budgeting, and contract administration on site.

You will manage outsourced resources, maintain PPM schedules, ensure health and safety compliance, and drive efficiency across services while delivering client reports and SLAs. Previous FM leadership experience is essential.

Qualifications

• Minimum 5 years of experience in a facilities environment.
• Proficient with Word, Excel, PowerPoint and project management.
• Experience in health and safety and environmental issues.
• Understanding of mechanical and electrical building services.
• Knowledge of human resource management and teamwork.
• Experience in facilities related services.
• Budgets, management and cost control techniques.
• Familiarity with service provision contracts and contract administration.
• Knowledge of local building, fire and safety codes.
• Strong customer service and communication skills.

Responsibilities

• Provide timely reports to the client and Contracts Manager on all projects and office moves on site.
• Maintain auditable records for all in-house and outsourced PPM activities and ensure proper filing.
• Oversee outsourced resources for quality performance in building, engineering and FM services.
• Track all facilities activities and requests to meet SLA requirements.
• Periodically report to the client (Monthly, Weekly, Adhoc) and identify efficiency improvements.
• Identify and implement efficiency improvements across all facilities related services.
• Ensure assets are added into WFM per Apleona requirements.
• Source and manage materials and subcontractors effectively.
• Ensure PPM schedules are delivered and remedial works actioned.
• Lead direct reports including security and cleaners.
• Develop and manage budgets for all contracts under control.
• Develop and deliver SLAs for clients and subcontractors.
• Coordinate staff training and ensure HR policies compliance.
• Maintain safe systems of work and compliance with health & safety requirements.
• Provide energy management guidance to minimize costs and increase efficiencies.
• Establish quality measures and company procedures.
• Take overall budgetary responsibility for contracts and services including billing and cost control.
• Support commercial functions when required.
• Conduct audits and monitor workforce quality through reviews of breakdowns.

Skills

Facilities management

Health & safety

Budgeting & cost control

Contract administration

Customer service

Communication

Teamwork

HR understanding

Environmental awareness

Financial reporting

Tools

MS Word

MS Excel

PowerPoint

MS Project

Job description

Apleona is currently recruiting for a Facilities Manager to join our team based in Dublin 4.

Working Pattern: Monday to Friday, 8:30am - 5pm

Main duties and responsibilities

• Providing timely reports to the client & Contracts Manager to ensure they are updated on all projects and office moves on site
• Maintain auditable records for all in-house and outsourced PPM activities and ensure all documents are filed
• Assist with managing the operational direction of outsourced resources, including quality performance, employed in the design, installation and operation of building, engineering and FM services
• Ensuring all facilities activities and requests are tracked and resolved in line with the helpdesk SLA.
• Periodic reporting to the client (Monthly, Weekly Adhoc)
• Constantly identifying and creating ways to improve efficiency across all facilities related services
• Ensuring all assets is added into WFM in line with Apleona requirements
• Effective sourcing and utilisation of materials and subcontractors.
• Ensuring PPM schedule is delivered effectively and remedial works actioned.
• Management of direct report staff; Security and Cleaners
• Formulation & management of budgets for all contracts under their control.
• Promote and deliver the aims of the Company to meet or exceed the quality levels of service
• Ensure that control measures are in place for a safe working environment
• To provide subcontractors with the facilities required to carry out functions
• Ensure all mechanical and electrical equipment is maintained in accordance with site specific requirements
• Provide guidance to each client as and when required
• Provide guidance on energy management to client with a view to minimising costs and increasing efficiencies
• Establish and manage quality measures and procedures in conjunction with the Company
• Overall budgetary responsibility for contract and services under their control including billing and manage cost control and review costs.
• Develop and deliver SLAs for client and sub-contractor contract under their control
• Facilitate and manage training requirements to ensure that staff are fully trained and ensure that HR policies and procedures are complied with.
• Ensure safe systems of work are in place for all operations by managing and addressing the Health & Safety requirements of each function and ensure compliance with all statutory and company procedures.
• Suggest and implement improvements and innovations in service delivery
• Provide support to the commercial functions of the business as required
• Conduct and monitor the quality of the work carried out by the workforce through random audits and the ongoing review of breakdowns

Qualifications and experience

• Minimum 5 years’ experience working in a facilities environment
• Excellent pc skills, including Word/ Excel/ PowerPoint and project
• Suitable experience in Health and safety, and environmental issues
• Understanding of mechanical and electrical building engineering services, their design, operation and maintenance
• Understanding of human resource management and being part of a team
• Understanding of the facilities related services
• Understanding of financial budgeting, management and control techniques
• Working knowledge of service provision contracts and contract administration procedures
• Local building, fire and safety codes
• Excellent customer service andcommunication skills

We are looking forward to hearing from you!

Ref. 17776