Conferencing and Facilities Manager
Full Time Permanent Position
Based in Chartered Accountants Ireland, Dublin
About Chartered Accountants Ireland
Chartered Accountants Ireland is Ireland’s leading professional accountancy body, representing 40,000 members in over 100 countries and educating 8,600 students. Its members provide leadership across both the public and private sector, bringing experience, trusted expertise, and strict standards to all aspects of their work. As the largest professional body on the island of Ireland, Chartered Accountants Ireland engages with several stakeholders including governments, policy makers, regulators, and business groups on key issues affecting the profession and the wider economy. Chartered Accountants Ireland supports members at every stage of their career from education to qualification to continuing professional development.
Institute Values
The Institute seeks to ensure an environment based on our new values of Excellence, Forward-Looking, Openness and Accountability. Candidates should be able to demonstrate how these may apply to them in the role for which they are applying and how their previous experience is relevant to them.
Summary of Role
The Conferencing and Facilities Manager will lead the delivery of high quality facilities management and conference services across our Dublin and Belfast offices. This is a pivotal role responsible for ensuring that workplaces are safe, efficient, welcoming and professionally and maintained, while also overseeing the coordination, planning, and execution of Institute events, meetings, training sessions, and conferences.
The successful candidate will combine strong operational leadership with excellent customer service, ensuring all internal and external stakeholders experience a professional, seamless, and professional environment.
Key Responsibilities
Facilities Management
Lead and oversee the day to day management of all building and facilities operations, including maintenance, repairs, security, cleaning, environmental services, and health and safety compliance.
Manage tenant relationships, ensuring compliance with lease obligations, coordinating regular review meetings, and resolving issues promptly to maintain strong landlord–tenant engagement.
Manage all vendor and service provider relationships, ensuring high performance, value for money and timely delivery.
Conduct regular building inspections and implement comprehensive preventive maintenance schedules.
Ensure compliance with all statutory, regulatory and health & safety requirements across both office locations.
Develop, maintain and regularly update facilities policies, procedures, and emergency response plans.
Manage workspace planning, office moves, and refurbishment projects.
Oversee and respond to building related issues that may arise outside normal working hours (e.g., alarms). This is an integrated responsibility of the role and is accounted for within the overall salary package.
Procurement & Vendor Management
Work closely with the Procurement Manager to lead sourcing, tendering, supplier evaluation, and contract negotiation activities for all facilities and conferencing related services, including FM contractors, catering, and cleaning.
Assist in preparing specifications, requesting quotations or tenders, evaluating proposals, and recommending suppliers based on quality, value, and service standards.
Oversee contract administration, renewals, and performance reviews, ensuring cost effectiveness and high quality delivery.
Maintain strong supplier relationships and ensure full compliance with procurement best practice.
Conferencing & Events
Lead the operational delivery of Institute conferences, CPD events, member meetings, and internal events across both sites and training sessions.
Develop and grow external income opportunities from room hire, conferencing services, and related offerings, ensuring strong utilisation rates and high service standards.
Coordinate/oversee room scheduling/bookings, AV requirements, event logistics / setup, catering, and onsite logistics.
Collaborate closely with internal teams to align event requirements, schedules, and resource allocations.
Ensure the effective delivery of hybrid and virtual events, ensuring reliable technology and high‑quality participant experience.
Maintain conference spaces to a high professional standard.
Leadership, People Management & Budgeting
Lead, manage and develop facilities and conferencing staff to promote high performance, and a positive working engagement.
Lead, support, and develop the facilities and conferencing team, ensuring performance expectations are clear, timely feedback is provided, and staff are supported to deliver high quality service. Work proactively with HR to address performance, conduct, or wellbeing issues at an early stage and in line with Institute guidelines.
Prepare and manage departmental budgets, including forecasting, cost control, procurement, and reporting.
Recommend and implement improvements to enhance service quality, operational efficiency, sustainability and customer experience.
Customer Service & Stakeholder Engagement
Act as the primary point of contact for facilities and conferencing related matters.
Build strong working relationships with internal teams, members, learners, and external partners.
Resolve issues promptly with a solutions focused approach.
Promote a welcoming, professional, and responsive environment for all stakeholders.
Skills and Experience
Essential
Minimum 5 years’ experience in facilities management, conferencing management, or a related operational role.
Strong knowledge of facilities operations, building systems, health and safety requirements, and vendor management.
Proven experience managing events or conferencing operations in a corporate or education environment.
Excellent organisational, planning, and time management skills.
Strong interpersonal and communication skills, with a commitment to exceptional service.
Experience leading teams and managing external suppliers.
Ability to work calmly and effectively in a fast paced environment with multiple priorities.
Experience managing departmental budgets.
Desirable
Experience managing hybrid and virtual events, including AV/IT familiarity.
Experience working within membership, professional services, academic, or regulatory organisations.
Procurement or contract management experience (highly advantageous).
Flexible work arrangements
The Institute is seeking and encourages applications from experienced candidates who may be looking for flexible work arrangements. If such arrangements are being sought please bring these to the attention of your interviewer.
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Chartered Accountants Ireland is an equal opportunities employer.