Garda World Facilities Manager Programme 2023

Role’s Responsibilities

Premise management

• Ensuring office efficiency is maintained by carrying out planning and maintenance f equipment procurement, office layouts and system
• Ensure all office related licences are up-to-date,
• Managing all soft and hard services
• Maintaining positive and beneficial subcontractor relationships; continuously reviewing services to ensure they are relevant and cost effective, negotiate contracts and rates to ensure value for money
• Key contact: For all workplace/warehouse-related queries including maintenance, post, supplies, stationery, and equipment, liaising with the landlord, building management, security receptionist ,cleaners, and suppliers & managing incoming invoices
• Building/Office maintenance and reporting any issues with the building and Security Supervisors, or maintenance contractors and manage insurance claims
• Attending regular tenants’ meetings with building Supervisors
• Oversight of relevant budgets; input to planning process and ensuring all office related invoices and expenses are dealt with promptly
• Manage office management related accounts as relevant e.g company subscriptions, post, HVAC Systems, rent, electricity, shared services, courier etc. and actively seek to optimise performance and costs
• Managing supplies: inventory to ensure stocks are regularly maintained and replenished, review needs and manage all related costs.
• Balance cost effectiveness of the operations, while maintaining safety and comfort
• Review and organise the workplace layout, ensure desk booking tool is properly used, constantly seek out ways to improve the space and environment
• Timely set up of all new starters – ensuring that access cards, parking access cards, business cards and desks (including remote office equipment) are all set up prior to start date
• Arranging couriers, sign for packages and distribute post
• Conduct inductions with all new starters; ensure induction is current and aligns with the culture of the organisation
• This individual will supervise support and cleaning team who are on-site in and out of office hours; ensuring supplies required are in stock, holidays are covered, and invoices are paid
• Financial Management:
  • Prepare the yearly office budget
  • Manage the office budget and all related costs
  • Report on monthly and quarterly on costs and expenses
• Travel:
  • Support with travel medical and security account and raise any issues or concerns with the facilities
• Business Continuity, Health & Safety
  • Ensuring the office complies with health & safety legislation and best practices such as first aiders; fire wardens, accident book, etc.
  • Be the main point of contact for Crisis Management, Business Continuity and Emergency Response Teams, and revise and update plans when necessary
  • Ensure Ergonomic Assessments are conducted regularly and work with the Head of Facilities to maintain a register of same

Administrative Support

• General administrative duties, including invoice processing, and management and support for central administrative tools for the team, budget, pipeline, portfolio and HR tools.

Requirements Of The Role Holder

Skills & Experience

• Experience as Facilities Coordinator, Operations Assistant, managing or coordinating premise operations in a complex multicultural environment
• Diploma/ Degree holder in engineering profession.
• 2 years’ experience in similar field.
• Strong administrative experience in a busy and complex environment; good experience as a scheduler
• Experience in organising and managing events
• Reactive to the needs of our office and people. Strong interpersonal skills – engages with others to get the best out of them and works well as part of a team
• Excellent time management skills and natural ability to multitask. Ability to work well independently with a hands-on approach; a motivated self-starter with good problem-solving skills
• Problem-solving – the ability to identify the cause of issues, critically consider, and offer a range of potential solutions
• A creative and enthusiastic mind with an ability to suggest improvements
• A proactive, helpful attitude and the ability to be flexible in various situations
• Demonstrates professional, sound judgement and the highest ethical standards, confidentiality and personal integrity
• Exceptional client servicing and organisational skills; able to be flexible as priorities and needs change, and works well under pressure
• Excellent attention to detail
• Capacity to work under pressure and in a range of cultural and socio-economic contexts , adapting style and approach appropriately and in a culturally sensitive manner to maximise effectiveness
• IT proficiency – must possess strong Microsoft skills, particularly in Outlook, PowerPoint, Excel and Word, and have the ability to learn new packages, when required
• Good numeric and analytical skill, with an understanding of budgets.