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Position Title : Facilities Manager
Location : Multi-Site
Reportingto: Contract Manager
Overall Purpose of the Job
To take the lead in providing Facilities Management on the client premises. Reporting to the ContractsManager you will assist and take ownership in providing facilities management & facilities relatedprojects including moves management, space planning, administration, financial control, logistics, H&S,energy management of the highest quality, enabling the business to carry out their business activitiesin a safe comfortable, productive and cost effective environment.
Main Duties and Responsibilities
1. Providing timely reports to the client & Contracts Manager that will ensure they are updated on all projects and office moves on site
2. Maintain auditable records for all in-house and outsourced PPM activities and ensure all documents are filed in an orderly fashion.
3. Assist with managing the operational direction of outsourced resources, including quality performance, employed in the design, installation and operation of building, engineering and FM services
4. Ensuring all facilities activities and requests are tracked and resolved in timely manner in line with the helpdesk SLA. Ensuring that feedback is provided on each issue
5. Periodic reporting to the client (Monthly, Weekly Adhoc)
6. Constantly identifying and creating ways to improve efficiency across all facilities related services
7. Ensuring all assets is added into WFM in line with Apleona requirements
8. Take on adhoc projects from time to time as deemed necessary by the Contracts Manager
Essential Duties and Responsibilities include the following .
Other duties may beassigned:
9. Management of a multi-site TFM (Total Facilities Management) contract in South Dublin
10. Site based on client side HQ with regular site visits required
11. Management of contractual documents and KPIs to ensure our risk is minimised and profit is maximised
12. Effective sourcing and utilisation of materials and subcontractors.
13. Ensuring PPM schedule is delivered effectively and remedial works actioned.
14. Management of direct report staff; Security and Cleaners (including Time Management System)
15. Formulation & management of budgets for all contracts under their control to ensure that cost control is effective in ensuring that financial objectives are met
16. Promote and deliver the aims of the Company to meet or exceed the quality levels and customer support objectives central to the Company’s core business
17. Ensure that control measures are in place to ensure that safe working environments exist to provide subcontractors with the facilities required to carry out functions without interruption to the Company’s business
18. Manage all aspects for contract under their control. Ensure that all mechanical and electrical equipment is maintained in accordance with each site’s specific requirements and the necessary regulatory requirements
19. Provide guidance to each client as and when required
20. Ensure that all service streams are managed in line with the SLA
21. Provide guidance on energy management to client as and when required with a view to minimising costs and increasing efficiencies
22. Establish and manage quality measures and procedures in conjunction with the Company to enable two-way communication, ensuring feedback and continuous improvement is achieved
23. Overall budgetary responsibility for contract and services under their control including billing
24. Manage cost control and review costs with the objective of reducing subcontractor costs
25. Develop and deliver Service Level Agreements for client and sub-contractor contract under their control
26. Measure and monitor the effectiveness of the service delivery against agreed Service Level Agreements to ensure deductions are kept to a minimum
27. Facilitate and manage training requirements to ensure that staff are fully trained in all aspects of the service provision
28. Ensure that all HR policies and procedures are complied with for the team
29. Prepare monthly report for all services covered under contract
30. Administer formal management and reporting procedures
31. Ensure safe systems of work are in place for all operations by managing and addressing the Health & Safety requirements of each function
32. Ensure compliance with all statutory and company procedures
33. Suggest and implement improvements and innovations in service delivery
34. Provide support to the commercial functions of the business as required including assistance with any labour or subcontractor elements during the tendering process
35. Client satisfaction
36. Management of project works
37. Monitoring the quality of the work carried out by the workforce through random audits and the ongoing review of breakdowns
38. Conduct regular site audits to ensure that the specified standard of work is maintained and all site logs and documentation are kept up to date
39. The timely and accurate production of all client reporting requirements including the design and generation of any bespoke reporting that supports intercompany relationships and has the potential to further develop the contract base
40. Take full responsibility for all health and safety issues for service streams for which he/she is responsible
41. Take on adhoc duties as assigned to you by the Account Manager
Person Specification
42. Understanding of mechanical and electrical building engineering services, their design, operation and maintenance
43. Understanding of human resource management and being part of a team
44. Understanding of the facilities related services
45. Understanding of financial budgeting, management and control techniques
46. Working knowledge of service provision contracts and contract administration procedures
47. Local building, fire and safety codes
48. Excellent customer service skill
49. Excellent communication skills
50. Eagerness to learn and progress
51. Self-starter
Qualifications and Experience
52. Previous experience working in a facilities environment
53. Excellent pc skills, including Word/ Excel/ PowerPoint and project
54. Suitable experience in Health and safety, and environmental issues
Job Ref 12292