Facilities Support Officer - 3 month contract
GRADE / LEVEL: Higher Executive Officer
TENURE: 3 month contract
REPORTING TO: Logistics and Facilities Manager
LOCATION: Citywest, Dublin
Purpose
The role of the Field and Facilities Support Officer is to ensure that buildings, grounds and
equipment are accessible, well maintained and meet safety codes. A key part of this role is
ensuring that the central Warehouse and Main Office at Citywest are maintained to the high
standard and that Field staff are supported through access to and provision of equipment.
Equipment must also be purchased , dispatched and maintained to health and safety standard.
The Job
The role of Field and Facilities Support Officer involves working between Citywest HQ and
Warehouse primarily but there will be close collaboration staff based nationwide. Also entails not
only managing the Warehouse, but also deals with operational, scientific and research equipment in an effective and efficient manner but also looking after purchasing, maintenance schedules, audits, inspection, receipting goods in and dispatching goods out and ensuring the entire facility is maintained to the high standard required. Is to ensure that buildings, grounds and equipment are well maintained and meet safety codes. A key part of this role is ensuring that the central Warehouse and Main Office at Citywest are maintained to the high standard. Equipment must also
be purchased and dispatched and maintain to health and safety standards.
Responsibilities of the Post
Facilities &; Building Management
- Ensure all facilities (buildings, grounds and external areas) are maintained to a highstandard and comply with all safety codes and statutory requirements.
- Oversee planned and reactive maintenance, repairs, and upgrades across Citywest HQ, the
- Warehouse, and associated facilities.
- Maintain a facilities maintenance programme, including preventative maintenance schedules.
- Escalate critical facilities risks and ensure timely resolution.
- Ensure meeting rooms, communal areas, and office spaces are maintained and fit for purpose.
Health, Safety &; Compliance
- Oversee all health and safety aspects of the Warehouse and Citywest facilities.
- Ensure compliance with statutory health & safety legislation, fire safety requirements, and internal policies.
- Coordinate safety audits, inspections, and risk assessments.
- Maintain accurate records of compliance, inspections, and corrective actions.
- Act as a key point of contact for facilities-related health and safety matters.
- Contractor & Service Provider Management
- Manage and coordinate contractors and service providers (e.g. cleaning, maintenance,
- servicing).
- Oversee contractor access, inductions, and on-site activities to ensure compliance with standards.
- Monitor service contracts to ensure agreed service levels and value for money are achieved.
- Resolve issues with suppliers and contractors and escalate where necessary.
- Procurement & Financial Oversight
- Initiate and manage purchase orders for facilities, equipment, and operational requirements.
- Ensure all purchasing and procurement activities comply with OGP regulations and procurement guidelines.
- Liaise with suppliers to source equipment and services required for operational, scientific,
- and research activities.
- Support budget monitoring and cost control for facilities-related expenditure.
- Asset & Inventory Management
- Maintain an accurate and up-to-date record of all assets located in the warehouse and across the organisation.
- Oversee national equipment issuing, tracking, servicing, and return processes.
- Ensure assets are recorded correctly on the asset management system.
- Coordinate equipment audits and stock checks as required.
- Ensure appropriate storage, maintenance, and lifecycle management of equipment.
- Warehouse & Equipment Operations
- Provide strategic oversight of warehouse operations in collaboration with logistics staff.
- Ensure receipting, dispatching, storage, and movement of equipment meet operational and safety standards.
- Liaise with suppliers and internal stakeholders to ensure equipment availability for field and research projects.
- Oversee servicing schedules for operational, scientific, and research equipment.
- Data, Systems & Reporting
- Manage facilities, asset, and inventory data and ensure accuracy across systems.
- Generate reports and management information for review by senior management.
- Develop, implement, and manage a task-driven ticketing system for facilities requests.
- Analyse data to support planning, decision-making, and continuous improvement. Staff Support
- Liaise with HR regarding workwear and equipment requirements for new starters.
- Coordinate the preparation and dispatch of workwear and equipment to River Basin Districts (RBDs).
- Support onboarding from a facilities and equipment perspective.
- Leadership & Governance (Additional Responsibilities)
- Provide professional advice and recommendations to management on facilities, safety, and asset-related matters.
- Contribute to policy development and continuous improvement initiatives within Logistics and Failities.
- Support organisational projects related to infrastructure, facilities upgrades, and operational efficiency.
- Ensure strong governance, accountability, and risk management across all facilities activities. General
- Work collaboratively with colleagues.
- Attend training and development activities as required.
- Undertake any other duties appropriate to the role and grade as assigned by management.
KEY REQUIREMENTS:
Experience
The ideal candidate will have the following.
Essential:
- A recognised third-level qualification in a relevant discipline, at a minimum level of NFQ Level 7,or equivalent
- A full Category B unrestricted driving licence that is valid in Ireland
- People management and supervisory skills
- Proficient in the use of MS Excel & Word
- Experience of equipment management and servicing at a national level
- Customer service skills and understanding of internal customer needs
- Highly experienced in inventory management systems and stock auditing processes
- Experienced in developing and implementing a task/action ticketing system
- Ability to write reports and to analyse large amounts of data
- Experienced in manging facilities and project to completion.
- Good communication and team working skills
- Commitment and self-motivation
- Reliable, conscientious and punctual
- Flexible approach to work
