1. Role Purpose
The Facilities Manager is responsible for ensuring the effective operation, maintenance, compliance, and continuous improvement of the company's facilities, supporting life sciences freight forwarding and temperature-controlled logistics.
2. Key Responsibilities
2.1 Safety File & Documentation Management
• Maintain and update the Facility Safety File, including technical drawings, manuals, certificates, and warranties.
• Conduct regular documentation reviews and prepare compliance summary reports.
• Maintain a Collateral Warranties Register and support audits.
2.2 Preventative Maintenance & Calibration Management
• Develop and oversee the facility's Preventative Maintenance (PM) Program.
• Maintain asset inventories and manage calibration schedules.
• Coordinate vendor activities and maintain PM trackers.
• Produce monthly maintenance and compliance reports.
2.3 Reactive Maintenance & Minor Repairs
• Perform minor in-house repairs and manage third-party contractors.
• Maintain a reactive maintenance log with weekly reporting.
2.4 Compliance, Quality & Risk Management
• Ensure compliance with Irish building regulations and GDP/GMP.
• Support Deviations, Change Controls, CAPAs, and audits.
• Apply Good Documentation Practices and proactively escalate risks.
2.5 Vendor & Contract Management
• Maintain the Approved Vendor/Service Provider List.
• Coordinate contractor access and verify completion of works.
• Conduct vendor performance assessments.
3. Required Skills & Experience
Essential:
• 3–5+ years' facilities management experience in regulated, GDP environments.
• Knowledge of building systems, HVAC, refrigeration, and warehouse infrastructure.
• Experience with preventative maintenance and calibration programs.
• Strong organisational and communication skills.
Preferred:
• Experience in freight forwarding or temperature-controlled logistics.
• Health & Safety qualifications (IOSH/NEBOSH).
• Familiarity with QMS or CMMS systems.
• Experience writing/collaborating on SOP's.
4. Key Deliverables
• Monthly PM & Compliance Report
• Annual Maintenance Plan/Schedule
• Calibration Register
• Reactive Maintenance Log
• Safety File Summary
• Vendor Performance Reports
5. Performance Standards
• All PM tasks are completed on schedule.
• Urgent issues actioned within required timeframes.
• Accurate, GDP-compliant documentation.
• Facilities maintained in continuous audit-ready state.
The role may require occasional out-of-hours activity to support urgent maintenance or compliance needs.