Office and Facilities Manager

4 weeks ago

Dublin, Ireland Savills Full time

The Role / Location

 

The Savills Office and Facilities Manager is an important role for the business. Its purpose is to ensure the safe, effective and efficient operation of Savills Head Office located in 33 Molesworth Street with a focus on meeting the needs and expectations of the occupiers. The stakeholder group is in the region 200 staff and this busy role has responsibilities that can be divided into four core elements:

 

1.    Office management

2.    Facilities management

3.    Health and Safety support for Savills Ireland

4.    Budgeting and Financial Management:

 

Key Responsibilities

Office Management

  • Oversee the management of the office reception and visitor coordination acting as manager to a team of 5 receptionists.
  •  Assist with the development and implementation of our company operational procedures.
  • Working closely with the HR team to ensure seamless onboarding for new joiners and facilities coordination for leavers and movers.
  • Select and manage office vendors and suppliers including negotiation, onboarding and management of contracts for suppliers and support services.
  • Lead all communications relating to the management of the office and equipment.
  • Manage hospitality requirements for internal meeting and trainings.
  • Working with the Marketing and/or CSR teams, coordinate and arrange office events, ensuring seamless logistics and catering.
  • Oversee office supplies and inventory, maintaining adequate stock and replenishing as needed in conjunction with administration team.
  • Management/tracking of budget and purchase orders for all office related services and facilities.
  • Work alongside the Compliance and Sustainability teams to drive the delivery and achievement of the Company's net zero and other conservation targets while maintaining appropriate accreditations.


Facilities Management

  • Management of all aspects of the maintenance and upkeep of Molesworth Street offices and equipment ensuring that the fabric and finish of the property are at an exemplary standard.
  • Undertake regular inspections of the entire office and arrangement for remedial repairs.
  • Management of all contracts for the provision of building and property management and the management of all outsourced contractors for the provision of services for the above to include liaison with the relevant person.
  • Management of the annual budget and expenditure process for the upkeep and maintenance of Molesworth Street offices including project management of improvements and cost saving initiatives.
  • Light/general facilities maintenance if necessary.
  • Oversee the day-to-day operations of the commercial building, ensuring it operates efficiently and effectively.
  • Coordinate and supervise maintenance and repair activities, including HVAC systems, electrical systems, plumbing, and other building infrastructure including security, cleaning & landscaping.
  • Implement and maintain building safety protocols, including emergency procedures, fire safety, and security measures.
  • Manage building access control systems, ensuring the security and safety of tenants and visitors.


Health and Safety

  • Assist with the implementation of Savills Ireland Health and Safety agenda.
  • Play a key part in ensuring the Company operates in compliance with Savills Health and Safety Statement.
  • Assist with reviews of Health and Safety Statement in line with legislative and business needs.
  • Participate and play an active part in the Health and Safety Committee activities.
  • Perform risk assessments, identify workplace risks and hazards, and ensure the appropriate corrective action is taken.
  • Assist with the development of the Savills annual Health and Safety plan and presenting to Leadership team.
  • Provide Health and Safety training as required.
  • Assist with the roll-out of Health and Safety procedures/policies on Savills managed sites and ensuring compliance.


Budgeting and Financial Management:

  • Prepare and manage the annual building budget, including operating expenses, maintenance costs, and capital improvements.
  • Monitor and analyse financial performance, identifying opportunities for cost savings and efficiency improvements.
  • Review and approve invoices, ensuring accuracy and adherence to budgetary constraints.
  • Conduct regular financial reporting to stakeholders, providing updates on building financial performance.


 

Skills, Knowledge and Experience

 

  • Good interpersonal communication skills with a proactive attitude and ability to get along with people.
  • A collaborative mind-set with good leadership qualities.
  • Good working knowledge of IT systems and software.
  • Excellent Microsoft Office and coordination skills.
  • Good time-management skills.
  • Excellent problem-solving skills.
  • Good decision-making abilities.
  • Ability to multitask and adapt to a constantly changing environment.
  • Good attention to detail.
  • Knowledge of basic Health and Safety regulations and building compliance standards.
  • Leadership qualities with the ability to motivate and inspire a team.
  • Experience in budgeting and financial management
  • 5+ years' experience as an Office and Facilities manager or a similar role.
  • A recognised Health and Safety qualification is desirable but not essential.

 

Savills Ireland is an equal opportunity employer.

 

Savills aims to attract, recruit and retain the best people from the widest possible pool of talent. As such, we are committed to creating an inclusive and diverse working environment for all employees by striving at all times to be an organisation which does not discriminate, values everyone's talents and abilities and where diversity is positively promoted.

 

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