Facilities executive

Job Purpose
IDA Global Facilities Department are seeking to recruit a Facilities Executive. The successful candidate will support and manage the daily operational activities of the Global Facilities Management, Catering and Hospitality and Health and Safety for 3PP, Regional and overseas offices other responsibilities within the role are; contract and budget management, Catering, Event and Hospitality support to IDA and that of its tenants, H&S; office services, project delivery, Hard and soft FM support, lease management to the building portfolio.
This full-time role is based at IDA Global Head Quarters in Dublin; travel is required to manage this FM & Catering Contract. The applicant must be technically strong and be able to demonstrate their knowledge in managing a multi-site facilities and Catering management contract, demonstrate a track record of managing Health and Safety within a multi-site contract, proven track record in procurement and project management.
Key Tasks

Monitoring and managing IDAs FM Contractor to ensure standards are maintained on a day-to-day basis.
Monitoring and managing IDAs Catering Contractor to ensure standards are maintained on a day-to-day basis.
Manage the day-to-day Hospitality Support the FM Contract Soft Services are maintained on a day-to-day basis.
Ensure the organisation Health & Safety and Legislative responsibilities are achieved across all soft services.
Ensure all offices retain sufficient Fire wardens, first aiders/ Defib and deliver manual handling. Ensure training records are maintained.
Organise schedule H&S training as and when required.
Perform daily operational activities with IDA GHQ landlord, Clan court, and with our sub-tenants, SFI, SEAI and MI in 3PP.
Support and manage the preventative maintenance program for 3PP and the nine regional offices.
Manages the daily operational services within the scope of the facilities management contract by way of our FM service provider across the nine regional offices, to support Its Global network of offices. This includes but not limited to facilities management contracts, maintenance contracts.
To review PPM reports and recommendations.
To project manage externally appointed contractors & other agents to ensure economic & timely delivery in line with IDA objectives.
To ensure the room setup of IDA Events and large Visitor bookings are delivered in line with IDA KPI’s.
To support the property management and lease management of IDA Ireland’s office buildings.
To support procurement & tender processes across the facilities portfolio in line with best practise for public agencies.
Adhere to the Office of Government Procurement frameworks applicable to IDA’s Global Facilities Department.
To ensure IDA Global Facilities Department Procedures & Government Procurement regulations are fully implemented.
To support the constant review and implementation of IDA Ireland’s Health and Safety policy and procedures across all IDA offices (Dublin headquarters, regional offices, and overseas offices) as required.
To management IDA projects as and when required.
To use technology effectively to manage facilities activities in the most effective and efficient manner to protect the corporate governance of IDA.
To demonstrate flexibility in undertaking specific project assignments across IDA’s Global Facilities Department as required.
To prepare and present proposals to the relevant IDA Committees/Board as appropriate.
To support the lease expiry process and dilapidations liability in IDA’s property portfolio.

Key Competencies

Communications and Personal Effectiveness
Client Focused Relationship Building
Multi-site facilities management
Working within a team environment
Creativity and Innovation
Project Management
Negotiation and Influencing
Networking
Knowledge

Requirements

Demonstrate a proven track record of catering contract managing to include restaurant services and Hospitality within a multi tenancy building.
Demonstrate a proven track record of managing Facilities Management within a multi tenancy building and multiple sites.
A relevant Level 8 third level business/sector related degree recognised on the National Qualification Framework is essential.
A relevant level 6 third level Health & Safety diploma,
A full driving licence is essential.
Demonstrate an ability to work well under pressure, independently and on own initiative with effective and clear communication.
Minimum of 5 years’ experience in Facilities contract management (Catering and FM Industry).
Aspects of this role will require travel and working outside of normal office hours.
Commercial Knowledge
Health & Safety Knowledge
Technical knowledge
Proficient in MS Word, Excel & PowerPoint.

Desirable

Proficient in AutoCAD.
Creating tender documents.
Procurement through the e-tenders portal.
Environmental and Sustainability.

Salary Scale
€53,072 to €76,227 per annum contributory superannuation.
Rising by long service increments to €78,059 (after 3 years satisfactory service at the maximum of the range.
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