Facilities & Fleet Operations Manager
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This role provides administrative and project support to ensure a high-quality, efficient, and cost-effective facilities management service across the site. The Facilities & Fleet Coordinator will assist in managing operational and capital expenditure budgets, coordinating with contractors and vendors, and overseeing day-to-day operations of the company's vehicle fleet.
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Main Responsibilities:
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* Coordinate and execute Planned Preventative Maintenance (PPM) activities across office and common areas.
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* Manage operational and capital expenditure budgets related to PPM, ensuring spend alignment and efficiency.
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* Collaborate with the Facilities Manager during tender processes to secure best-value contracts and services for the site.
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* Process invoices and generate purchase orders through SAP, ensuring alignment with budget controls.
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* Aid the Facilities Manager in maintaining accurate and up-to-date reports, quotes, and schedules.
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* Coordinate and oversee subcontractor activities on-site, ensuring all tasks are completed to standard.
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* Conduct daily inspections of building facilities and identify and report issues.
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* Document findings with reports and photos, and follow up to ensure resolution of remedial actions.
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* Address building maintenance needs including mechanical and electrical systems, elevators, access barriers, and general upkeep.
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* Manage site-wide grounds maintenance, including landscaping, external lighting, pond and pavement cleaning, and ad hoc improvement projects.
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* Provide pest control support to the Quality team as needed.
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* Collaborate with the Facilities Technician to ensure timely completion and communication of maintenance tasks.
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* Monitor operational effectiveness of contracted services such as cleaning and security, recommending improvements where necessary.
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* Provide support for HVAC, access systems, and general facilities-related issues within tenant offices as directed by the Facilities Manager.
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* Respond promptly to facilities-related requests from the business.
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* Partner with the Environmental Health & Safety (EHS) team to ensure compliance with environmental and safety regulations.
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Fleet Management Responsibilities:
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* Oversight of the day-to-day operations of the company's vehicle fleet across Ireland and the UK.
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* Planning and optimisation of vehicle usage to maximise efficiency and cost-effectiveness.
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* Management of fleet dispatching and scheduling to meet business demands in a timely and organised manner.
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* Support of the onboarding process for new drivers by ensuring all necessary documentation is completed and driving licences are verified.
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* Conduct and maintain records of annual driving licence checks for all authorised drivers.
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* Monitoring and reporting on KPIs including fuel efficiency, electricity usage, and maintenance costs.
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* Identification and implementation of cost-saving measures and operational improvements across the fleet.
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* Scheduling and tracking of regular vehicle servicing, inspections, and repairs.
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* Liaising with external partners such as garages, leasing agencies, and insurance providers to coordinate vehicle-related services.
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* Generation of regular reports on fleet utilisation, performance metrics, driver compliance, and maintenance schedules.
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* Submission of monthly reports to the Sustainability Manager on energy usage, and to the Finance Department on electricity usage per driver.
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* Maintenance of compliance with transportation, health and safety, and environmental regulations.
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* Investigation of vehicle accidents or incidents, documenting findings and recommending corrective actions as necessary.
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Essential Attributes:
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* Highly organised, self-motivated, with excellent communication skills, attention to detail and a positive approach.
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* Self-starter with the ability to work on own initiative.
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* Ability to work to deadlines.
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* Flexible and adaptable.
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* Ability to work in a fast-moving dynamic environment.
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* Customer-focused, diplomatic, tactful, discreet, confidential and approachable.
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* Ability to review processes, look for improvements and solve problems.
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* Business-minded, change-oriented and proactive.
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* An integrator and dependable team player who can inspire collaboration.
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Qualifications/Experience:
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* Ideal 3-4 years previous exposure working in a Facilities environment.
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* HVAC knowledge would be beneficial.
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* SAP experience would be an advantage.
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* Experience of working to SLAs and KPIs.
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* Experience of working with contractors and suppliers and monitoring of their service standards.
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Benefits:
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* Bonus
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* Canteen
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* Education assistance
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* Gym membership
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* Mobile phone
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* Parking
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* Pension
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* Skills training and development
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Other Information:
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This job description is intended as a summary of the primary responsibilities and qualifications for this position.