Facilities Manager

Overview

The Facilities Manager is located in our head office at Park Place, Dublin 2 five days per week and is responsible for the efficient operations of our growing Dublin portfolio (currently almost 1m sq ft) of premium office and retail accommodation across Park Place, Harcourt Centre and Earlsfort Terrace in the heart of Dublin 2.

As an integral part of the Property Management team, the facilities manager will work closely with the Director of Property Management and Estate Manager in ensuring that the highest standards of service are provided. This will include coordination of our team of building hosts, cleaners and general operatives together with procurement and oversight of specialist service partners while providing support and assistance to the wider Clancourt team in development, sustainability, asset management and finance functions.

Responsibilities

• First point of contact for occupiers on all relevant facilities issues reporting e.g., air conditioning, maintenance issues etc. Leading the promotion and delivery of operational excellence in the Clancourt portfolio.
• Responsible for all Planned Preventative Maintenance (PPM) of plant and equipment. Updating the schedule to ensure plant is maintained as per PPM Test Planner. Test Planner weekly monitoring (e.g., cleaning schedule, generator service etc)
• Maintenance of asset register for each building and provide regular updates regarding life cycle events for plant and equipment
• Developing and presenting business case to the Clancourt leadership team to implement improvements and innovations in service delivery
• Assisting with the introduction of sustainability initiatives within the provision of building services.
• Waste disposal strategy and management.
• Assist in the effective sourcing and utilisation of services and subcontractors.
• Liaise with the Buildings Supervisor on caretaking, cleaning and security reporting and actioning on a day-to-day basis.
• Working extensively with others on Clancourt team during building, refurbishments, maintenance etc. Implementing agreed approach to contractors management on site during these times.
• Negotiation of and on-going management of all PPM supplier contracts and service level agreements.
• Ensuring that PPM suppliers are maintaining plant as per service level agreements.
• Measure and monitor the effectiveness of the service delivery against agreed service level agreements. This often requires daily and weekly communication with suppliers. The ability to effectively negotiate and influence suppliers is essential.
• For specific project works co-ordinate all contractors that attend site and ensure all the relevant documentation is in place prior to commencing.
• Assist in ensuring that all maintenance is carried out in accordance with legislation, health and safety standards and best practice.
• Monitor all PPM and reactive work that may impact on the business (e.g., access to buildings and car parks, access for machinery to building sites), and liaising with the business to ensure the PPM can be completed.
• Ensure service inspections and legal inspections are carried out in detail, documented and executed in a timely and efficient manner and any anomalies/issues are actioned promptly.

Budgeting, Cost Management and Reporting

• The timely and accurate production of all reporting requirements.
• Assist in managing budgets for all contracts. Recording and reporting on contract and lifecycle expenditure
• Producing service charge budgets on a timely basis this includes monthly review and analysis of budget versus spend and preparing annual budgets
• Utility (Gas and Electricity) recording and regular periodic analysis and reporting.
• Review and approve supplier invoices.
• Sourcing and evaluating tenders for services and specific projects ensuring best value is achieved for the Clancourt through thorough analysis, negotiation and cost efficiency.
• Leading improvements in technology to improve access to and type of data available from databases, systems etc.

Clancourt Office Support

• Clancourt offices are located in Two Park Place. The Facilities Manager is responsible for ensuring the Clancourt office facilities are running efficiently e.g., IT, air con, phones etc. The Facilities Manager is also the point of contact with external IT suppliers (computer, server, licences, anti-virus protection etc) to ensure all systems are functioning and in line with the business needs.
• Assist in ensuring all relevant training requirements are met especially in the area of health and safety.

Qualifications, Experience & Knowledge Required

• Third Level Qualification in Facilities Management or Related Area
• Facilities management experience in commercial property is essential, a focus on mechanical engineering is preferred
• Proficient in using facilities management software, CAFM systems and Microsoft Office.
• Strong knowledge of building systems, codes and regulations.
• Experience of practical implementation of sustainability initiatives in similar environments an advantage
• Excellent analytical skills
• A strong sense of ownership and responsibility for tasks/projects
• Accuracy, attention to detail and a methodical nature are key
• Excellent customer service focus is essential
• Strong communication skills with the ability to motivate and influence effectively.
• The ability to lead, use initiative and be self-motivated

Analysis and Applying Technical Expertise

Applies specialist and detailed technical expertise, demonstrates an understanding of different departments and functions. Analyses numerical data and all other sources of information, probes for further information or greater understanding of a problem, makes rational judgements from the available information and analysis.

Influencing and Relationship Building

Common sense and down to earth attitude. Excellent communication skills and an acute understanding of how to best influence others. Gains clear agreement and commitment from others by persuading, convincing and negotiating.Easily establishes good internal and external working relationships, relates well to people at all levels. Collaborates effectively with supplier and colleagues on a wide range of wide range of issues.

Achieving Work Goals

Takes responsibility for actions, projects and people; takes initiative and works under own direction.Initiates and generates activity and makes quick, clear decisions which may include tough choices or considered risks. Accepts and tackles demanding goals with enthusiasm, works hard. Sets high standards for quality and quantity; monitors and maintains quality and productivity.

Planning & Service Delivery

Sets clearly defined objectives; plans activities and projects well in advance and takes account of possible changing circumstances. Identifies and organizes resources needed to accomplish tasks; manages time effectively; monitors performance against deadlines and milestones. Focuses on customer needs and satisfaction and sets high standards for quality and quantity.

Personal Resilience

Maintains a positive outlook at work; works productively in a pressurised environment. Keeps emotions under control during difficult situations.

Remuneration & Rewards

Clancourt offer an excellent remuneration and reward package for staff which includes;

• Competitive remuneration commensurate with experience and qualifications
• Pension scheme (15% employer contribution following satisfactory completion of probation period)
• Access to Company Income Protection & Death in Service Scheme
• Performance related bonus

Please email and reference Facilities Manager

Seniority level

• Entry level

Employment type

• Full-time

Job function

• Management and Manufacturing

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