Project Manager - Facilities

Aviva plc; Dublin; On-site; EUR 80,000 - 110,000; Full time

Job summary

Aviva plc in Dublin is seeking an Office Relocation Project Manager to plan, coordinate and deliver the relocation of employees, equipment, technology and furniture. The role ensures the move is completed safely, on time, within budget and with minimal disruption to business operations.

The Project Manager will act as the central point of coordination between business stakeholders, facilities teams, IT, HR, external suppliers, landlords and move management providers to ensure a seamless

Qualifications

• Proven experience managing medium to large-scale office relocation projects.
• Strong project management and governance skills.
• Budget management and forecasting experience.
• Risk and dependency management expertise.

Responsibilities

• Develop and maintain the end-to-end office relocation plan.
• Define project scope, objectives, milestones and success criteria.
• Establish governance, reporting and decision-making forums.
• Monitor progress against agreed timelines and deliverables.
• Manage project budgets, forecasts and expenditure.
• Coordinate dependency management across all workstreams.
• Engage senior sponsors and key business stakeholders.
• Manage communications and updates throughout the relocation programme.
• Ensure employee concerns and requirements are understood and addressed.
• Provide regular progress reports to steering committees and leadership teams.
• Coordinate office design, fit-out and workspace planning activities.
• Manage relationships with landlords, facilities providers and contractors.
• Oversee furniture procurement, installation and office setup.
• Ensure compliance with health, safety and building regulations.
• Coordinate office access, security requirements and parking arrangements.
• Work closely with IT teams to coordinate: network and telecommunications setup, AV and meeting room technology, printer and equipment relocation.
• Ensure technology readiness prior to occupation.
• Minimise downtime and maintain business continuity during the transition.
• Develop and implement relocation communication plans.
• Coordinate employee readiness activities.
• Support training and orientation for the new workplace.
• Manage move-day logistics and transition support.
• Drive adoption of any new workplace processes or technologies.
• Identify and manage relocation risks and issues.
• Develop mitigation and contingency plans.
• Manage critical supplier and delivery dependencies.
• Escalate significant risks and decisions as appropriate.
• Coordinate move-day activities and logistics.
• Lead command-centre activities during the relocation period.
• Track move completion and resolve post-move issues.
• Ensure a smooth handover to facilities and operational teams.
• Capture lessons learned and complete project closure activities.

Skills

Office relocation

Project governance

Budget forecasting

Risk management

Stakeholder management

Supplier coordination

Planning & organisation

Job description

Role Purpose

The Office Relocation Project Manager is responsible for planning, coordinating and delivering the successful relocation of employees, equipment, technology, furniture and business operations from one office location to another. The role ensures the move is completed safely, on time, within budget and with minimal disruption to business operations.

The Project Manager will act as the central point of coordination between business stakeholders, facilities teams, IT, HR, external suppliers, landlords and move management providers to ensure a seamless transition and successful occupancy of the new location.

Key Responsibilities

Project Planning & Delivery

• Develop and maintain the end-to-end office relocation plan.
• Define project scope, objectives, milestones and success criteria.
• Establish governance, reporting and decision-making forums.
• Monitor progress against agreed timelines and deliverables.
• Manage project budgets, forecasts and expenditure.
• Coordinate dependency management across all workstreams.

Stakeholder Management

• Engage senior sponsors and key business stakeholders.
• Manage communications and updates throughout the relocation programme.
• Ensure employee concerns and requirements are understood and addressed.
• Provide regular progress reports to steering committees and leadership teams.

Facilities & Workplace Coordination

• Coordinate office design, fit-out and workspace planning activities.
• Manage relationships with landlords, facilities providers and contractors.
• Oversee furniture procurement, installation and office setup.
• Ensure compliance with health, safety and building regulations.
• Coordinate office access, security requirements and parking arrangements.

Technology & Infrastructure

• Work closely with IT teams to coordinate:
• Network and telecommunications setup
• AV and meeting room technology
• Printer and equipment relocation
• Ensure technology readiness prior to occupation.
• Minimise downtime and maintain business continuity during the transition.

Change Management & Employee Engagement

• Develop and implement relocation communication plans.
• Coordinate employee readiness activities.
• Support training and orientation for the new workplace.
• Manage move-day logistics and transition support.
• Drive adoption of any new workplace processes or technologies.

Risk, Issue & Dependency Management

• Identify and manage relocation risks and issues.
• Develop mitigation and contingency plans.
• Manage critical supplier and delivery dependencies.
• Escalate significant risks and decisions as appropriate.

Move Execution

• Coordinate move-day activities and logistics.
• Lead command-centre activities during the relocation period.
• Track move completion and resolve post-move issues.
• Ensure a smooth handover to facilities and operational teams.
• Capture lessons learned and complete project closure activities.

Skills & Experience

Essential

• Proven experience managing medium to large-scale office relocation projects.
• Strong project management and governance skills.
• Budget management and forecasting experience.
• Risk and dependency management expertise.
• Excellent stakeholder management and communication skills.
• Experience coordinating multiple internal and external suppliers.
• Strong planning, organisational and problem-solving abilities.