Assistant Facilities Manager

We are seeking an experienced and proactive Assistant Facilities Manager to support the National Facilities Manager in the day-to-day management and delivery of facilities services across multiple sites in Dublin and the wider Leinster region.

This is a varied role covering facilities management, maintenance coordination, contractor management, compliance, reporting and stakeholder engagement. You will play an important role in ensuring facilities operate safely, efficiently and to a consistently high standard for approximately 1,000 site users.

The successful candidate will also act as a key point of contact for operational issues, supporting continuous improvement initiatives, projects and wider facilities management programmes as required.

Key Responsibilities

Facilities & Operational Management

• Support the coordination and delivery of Hard and Soft Facilities Management services across assigned sites.
• Manage day-to-day reactive and planned maintenance activities through the CAFM system.
• Maintain accurate site documentation, including site folders, site packs, contact details and digital records.
• Support the escalation and resolution of operational issues in collaboration with the wider Facilities Management team.
• Help ensure facilities services are delivered efficiently and to agreed standards.

Contractor & Supplier Management

• Coordinate with contractors, subcontractors, service providers and consultants.
• Monitor service delivery against agreed KPIs and SLAs.
• Review contractor documentation and ensure compliance with approved Safe Systems of Work.
• Liaise with suppliers regarding purchase orders, invoices and financial queries.
• Support effective contractor performance management and issue resolution.

Health, Safety & Compliance

• Support the management of health and safety requirements across all facilities activities.
• Help ensure statutory, environmental, health and safety requirements are met.
• Participate in site audits, including HSQE, cleaning and other operational audits.
• Support the implementation and monitoring of company and EHS compliance policies.
• Act as Fire Warden when required.

Administration & Reporting

• Prepare reports, meeting minutes, presentations, spreadsheets and other management information.
• Support the collation and analysis of financial information for reporting and budget monitoring.
• Assist with the preparation and submission of monthly regional performance reports.
• Transfer and maintain accurate data within CAFM systems.
• Ensure asset information, maintenance records and schedules are kept accurate and up to date.

People & Stakeholder Engagement

• Develop and maintain positive working relationships with site personnel, contractors, suppliers and internal teams.
• Act as a professional point of contact for facilities-related queries and operational issues.
• Support effective communication between site teams and the wider Facilities Management function.
• Represent the National Facilities Manager at meetings and in correspondence when required.

Projects & Continuous Improvement

• Support the delivery of capital projects and facility upgrade programmes.
• Assist with regional initiatives, benchmarking exercises and continuous improvement programmes.
• Identify opportunities to improve operational efficiency and service delivery.
• Explore opportunities for self-delivery of services where appropriate.
• Contribute ideas and recommendations to improve processes, systems and the overall customer experience.

Additional Responsibilities

• Coordinate vehicle cleaning and sanitation schedules.
• Maintain and distribute daily and weekly operational logs.
• Provide regular updates to management.
• Proactively identify and recommend improvements to facilities processes and procedures.
• Undertake other reasonable duties and responsibilities as required.

Required Experience & Skills

• Minimum 3 years' experience in Facilities Management, Facilities Administration or a similar operational support role.
• Experience coordinating maintenance, contractors or facilities services.
• Strong working knowledge of Microsoft Office, particularly Excel, Word, PowerPoint and Outlook.
• Experience working with CAFM systems and facilities-related data.
• Strong organisational and time-management skills, with the ability to manage multiple priorities.
• Excellent communication, interpersonal and stakeholder-management skills.
• Strong analytical and problem-solving abilities.
• High level of attention to detail and professional integrity.
• Ability to work independently while also contributing effectively as part of a wider team.
• A proactive, flexible and adaptable approach to changing priorities and operational requirements.

Desirable Qualifications & Experience

The following would be advantageous:

• IOSH Managing Safely.
• Legionella Awareness training.
• Six Sigma Yellow Belt or demonstrable experience in process improvement.
• Knowledge or experience of MS Project.
• Experience working within a large, multi-site facilities environment.
• Experience supporting audits, compliance programmes or capital projects.