Facilities Officer

Coimisiún na Meán; Dublin; Hybrid; EUR 45,000 - 60,000; Full time

Job summary

Coimisiún na Meán is seeking a proactive EO Facilities to support day-to-day facilities operations and contractor management within a public-sector context. You will contribute to safe, accessible, compliant workplaces and coordinate records for inspections, fire safety and business continuity.

The role partners with the Governance and Secretariat division in a hybrid setup, with on-site duties at our Dublin office.

Qualifications

• Experience supporting facilities operations and managing contractors (catering, cleaning, reception, security).
• Understanding of health & safety and workplace compliance requirements.
• Strong organisational, administrative, communication, and stakeholder management skills.
• Ability to manage competing priorities in a busy environment.
• Experience working with internal teams and external service providers.
• Facilities management qualifications, certifications, or industry training.

Responsibilities

• Monitor and support day-to-day facilities operations, including hard and soft services, maintenance, cleaning, security, catering and contractor performance.
• Provide a professional and responsive service to staff, visitors and other stakeholders, ensuring facilities queries and requests are progressed and resolved promptly.
• Maintain facilities communication channels, databases, records and filing systems, ensuring information on facilities requirements, policies and procedures is clear and up to date.
• Support the delivery of a safe, accessible and compliant workplace, including coordinating records for statutory inspections and supporting fire safety, emergency response and business continuity arrangements.
• Monitor facilities budgets and expenditure and support operational planning and cost-control activities in line with public procurement requirements and organisational procedures.
• Support sustainability, accessibility, energy efficiency and workplace improvement initiatives in line with organisational and wider public-sector objectives.
• Build and maintain effective working relationships with internal stakeholders, landlords, contractors and external service providers to support the delivery of facilities services.
• Contribute to the development and continuous improvement of facilities procedures, operational standards and workplace services.
• Provide operational and administrative support for facilities, accommodation and workplace projects, including office moves, refurbishments and building projects.

Skills

Facilities operations

Contractor management

Health & safety

Organisation & admin

Stakeholder management

Public sector experience

Sustainability initiatives

Procurement knowledge

Education

Facilities management qualifications/certifications

Job description

The EO Facilities plays a key role in contributing to a safe, accessible, inclusive and sustainable working environment for all staff, visitors and contractors. Reporting to the Facilities Manager (HEO), the successful candidate will support the delivery of facilities and workplace services across the organisation.

The role manages day-to-day facilities operations and requires a strong customer-service focus. Excellent organisation and administrative skills, sound judgement and an ability to work effectively with colleagues, contractors, suppliers and other stakeholders in line with organisational and public sector requirements. The successful candidate will also support operational planning and continuous improvement across facilities services.

About the Team/Division

The Facilities Team forms part of the Governance and Secretariat Team. It is one of five teams that make up Coimisiún na Meán’s Corporate Services Division, along with People and Organisational Development, Change & Business Improvement, Finance and Procurement and International Affairs.

The Facilities Team supports the delivery of workplace and operational services across the organisation. This includes facilities operations, contractor management, health and safety, workplace projects, procurement support, sustainability and accessibility initiatives, and business continuity planning.

The team works closely with internal stakeholders and external service providers to ensure facilities services are delivered effectively and support the organisation’s operational and growth requirements. Services such as cleaning, security, catering and maintenance are outsourced to an external Facilities Management provider, which also provides a number of on-site resources

Key Responsibilities

• Monitor and support day-to-day facilities operations, including hard and soft services, maintenance, cleaning, security, catering and contractor performance.
• Provide a professional and responsive service to staff, visitors and other stakeholders, ensuring facilities queries and requests are progressed and resolved promptly.
• Maintain facilities communication channels, databases, records and filing systems, ensuring information on facilities requirements, policies and procedures is clear and up to date.
• Support the delivery of a safe, accessible and compliant workplace, including coordinating records for statutory inspections and supporting fire safety, emergency response and business continuity arrangements. Promptly elevate health, safety, security or compliance concerns to the Facilities Manager and Head of Facilities & Compliance.
• Monitor facilities budgets and expenditure and support operational planning and cost-control activities in line with public procurement requirements and organisational procedures.
• Support sustainability, accessibility, energy efficiency and workplace improvement initiatives in line with organisational and wider public‑sector objectives.
• Build and maintain effective working relationships with internal stakeholders, landlords, contractors and external service providers to support the delivery of facilities services.
• Contribute to the development and continuous improvement of facilities procedures, operational standards and workplace services.
• Provide operational and administrative support for facilities, accommodation and workplace projects, including office moves, refurbishments and building projects.

The above is intended as a guide to the general range of duties and is intended to be neither definitive nor restrictive and is subject to review.

About You

Experience, Skills, Knowledge & Qualifications

• Experience supporting facilities operations and managing contractors, including catering, cleaning, reception, and security services.
• Understanding of health & safety and workplace compliance requirements.
• Strong organisational, administrative, communication, and stakeholder management skills.
• Ability to manage competing priorities in a busy environment.
• Experience working collaboratively with internal teams and external service providers.
• Facilities management qualifications, certifications, or industry training.
• Experience supporting office expansion, fit‑out, or workplace projects.
• Experience working within a public sector or regulated environment.
• Experience supporting sustainability, accessibility, workplace improvement, or energy efficiency initiatives.
• Knowledge of public procurement processes or contract management practices.

Key Information

• This position is offered on a Permanent basis.
• Annual Leave: 23 days per annum
• The role will be a hybrid role combining home and office working. A regular presence on site is expected.
• Our office is located at One Shelbourne Buildings, Shelbourne Road, Dublin 4, D04 NP20.
• For a full list of benefits see our website here
• This position is graded at the Executive Officer scale
• Successful candidates will be appointed on the first point of the scale.

Eligible Candidates must be:

(a) A citizen of the European Economic Area (EEA). The EEA consists of theMember States of the European Union, Iceland, Liechtenstein and Norway; or

(b) A citizen of the United Kingdom (UK); or

(c) A citizen of Switzerland pursuant to the agreement between the EU and Switzerland on the free movement of persons; or

(d) A non-EEA citizen who has a stamp 4 permission* or stamp 5 permission.

*Please note that a 50 TEU visa, which is a replacement for Stamp 4EUFAM after Brexit, is acceptable as a Stamp 4 equivalent

To qualify candidates must meet one of the citizenship criteria above at the time of application.

Selection Process

The selection process will include:

Shortlisting of candidates based on the information provided in their application, assessed against the specified criteria for the role. Candidates shortlisted will be invited to a competency-based interview which will be conducted in person at our Dublin office.

Reasonable Accommodations

Reasonable accommodations will be provided, if required, during the recruitment process. To discuss and request reasonable accommodations in confidence please contact Angeline McKiernan at [e-mail]

Privacy Notice - Please see further details within the candidate pack.

Coimisiún naMeán is an equal opportunities employer. We welcome applications from candidates with diverse backgrounds and are committed to championing an inclusive and diverse workforce which reflects modern Ireland. We work to create a culture where everyone has equal access to opportunity and feels comfortable to be their authentic selves at work.