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Facilities Manager

Dublin Business School
11 days ago
Full-time
On-site
Dublin, Ireland
Management & Leadership

Job Title:

Facilities Manager

Department:

IR0011 Facilities

Reporting to:

Chief Operating Officer

Reports to: Chief Operating Officer

This role oversees all aspects of property and facilities management, including lease negotiations, landlord and legal liaison, rent reviews, and property matters during acquisitions, while maintaining accurate portfolio records and managing subletting of vacant spaces. It leads facilities operations and team performance, ensuring efficient service delivery and continuous development, while also controlling costs through budgeting, procurement, and identifying savings opportunities. The role involves strategic planning of refurbishments, space utilisation, and work schedules, as well as end-to-end project management of property moves and upgrades, from site selection and planning permissions to contractor oversight and completion. It also ensures full compliance with all relevant regulations and policies, with success measured by budget adherence, reduced property costs, high customer satisfaction, and regulatory compliance.

Key Responsibilities

Property Management

  • Lease negotiation and liaison with landlords and lawyers;

  • Manage all rent reviews;

  • Manage dilapidation claims;

  • Advise on property issues during acquisitions and implement post-merger property plan;

  • Manage sublet of vacant leasehold property;

  • Maintain detailed, accurate records of the property portfolio;

  • Management of all outsourced services, i.e. cleaning, security, canteen, etc.

  • Managing insurance policies

  • Member of the Sustainable Environment Group

  • Chair Health & Safety Committee

  • Energy management

Facilities Team Management

  • Leads and directly manages the Facilities Coordinators, overseeing daily facilities operations, task delegation, compliance, and service delivery while setting priorities, monitoring performance, and driving operational efficiency and continuous professional development within the facilities function.

Cost Management

  • Advise management on budget implications, opportunities to reduce costs and improve quality by active facilities management initiatives;

  • Manage centralised purchasing of capital items and support services (eg Air con).

Planning

  • Determine rolling refurbishment programme;

  • Develop work schedules;

  • Develop space strategies;

Project Management

To project manage all aspects of property moves and refurbishments, including:

  • Site specification and search;

  • Obtain appropriate planning permissions;

  • Specification of works, sending out to tender and awarding contracts;

  • Manage all building works, including liaison with external contractors, landlords, staff and other internal functions, including technology;

  • Manage contractor's performance;

  • Evaluate suppliers;

  • Sign off work on completion.

Culture:

  • Foster a culture of innovation, collaboration, inclusivity, and mutual respect across the team and the College;

  • Champion a collaborative, high-performance ethos across departments to achieve shared goals;

  • Act as a role model for professionalism, approachability, and collegiality, encouraging open communication and constructive feedback among staff;

  • Build strong working relationships with colleagues across departments to support shared goals;

  • Lead by example in upholding the organisation’s values in all internal and external interactions;

  • Recognise and celebrate the contributions of team members and encourage continuous professional development to enhance individual and team performance.

Job Requirements (Essential Criteria)

  • 5 years hands on experience in a similar role.

  • Relevant certification and training.

  • Proven experience in developing and maintaining Safety Statements and conducting rigorous Risk Assessments.

  • Demonstrable experience in budgetary management (both Opex and Capex) and the procurement of "Soft Services" (cleaning, security, waste management).

Job Requirements (Desirable Criteria)

  • Experience with Capital Projects & Retrofitting

  • Professional Accreditation

Pay & Benefits

The salary for this role is DOE.

  • Free Internal Courses;

  • Discounted Fees for Family Members;

  • Life Assurance & Disabilities Cover;

  • VHI Health Insurance

  • Pension Scheme

  • Sports & Social;

  • Employee Assistance Programme;

  • Employee Discount Scheme; 

  • Paid sick leave;

  • Death-In-Service Benefit.

This job description is a guide to the work the post holders will initially be required to undertake. It may be amended from time to time to meet changing circumstances by mutual agreement. It is expected that the post-holders and their manager will review the job description regularly.

Position Type:

Full time

Contract Type:

Regular

Pay Frequency:

Annual

Location:

Dublin, Ireland

Job Functional Area:

Facilities Mgmt

All appointments are subject to providing proof of eligibility to work in Ireland on full time basis (upon being invited to interview). Please refer to our privacy policy here: DBS Privacy Notice for Candidates.

This job description is a guide to the work the post holder will initially be required to undertake. It may be amended from time to time to meet changing circumstances by mutual agreement. It is expected that the job description will be reviewed regularly by the post-holder and their manager.

DBS is an equal opportunities employer and positively encourages applications from suitably qualified and eligible candidates regardless of sex, race, disability, age, sexual orientation, gender reassignment, religion or belief, marital status, or pregnancy and maternity. If you require any adjustments or additional support within the recruitment process, please contact us directly.