JOB SUMMARY

The Assistant Facilities Manager is responsible for overseeing and coordinating the operational aspects of the workplace, including facilities management, office administration, and support services. This role ensures that the workplace operates smoothly, efficiently, and in alignment in Dublin and the Ireland regional offices with the organisation’s goals and objectives.
Below are the core responsibilities, but not limited to:

1. Facilities Management

• Oversee day-to-day facilities operations across EY Ireland
• Oversee vendors and contractors for PPM, reactive and soft services (with the WPC / Engineering Teams)
• Develop and implement facility management plans and schedules.
• Support Regional Facilities Manager with vendor contracts and service agreements.
• Evaluate vendor performance and ensure service quality (with RFM)

1. Workplace Operations:

• Supervise the WPC in adhering to file management of audits, service sheets, concierge services and all other workplace documentation is uploaded on the EY Operations SharePoint drive.
• Develop and maintain office policies, procedures and playbooks / SOP
• Manage workplace-related inquiries and requests from clients.
• Plan Weekly Rota and distribution.
• Being actively involved in the various EY network initiatives (sustainability/wellness/CSR/D&I)

1. Health and Safety Compliance:

• Ensure workplace safety and compliance with relevant regulations. Ensuring documents are kept in order both hard and digital copy.
• Adhere to and ensure records are in place for all statutory fire drills / evacuations across the region.
• Conduct regular inspections to ensure the workplace is safe and compliant with regulations.
• Develop and implement emergency response plans (fire strategy / evacuation / BRT) and protocols. Manage the weekly walk-through audits of the emergency evacuation routs in all buildings.

1. Budget Management:

• Twice weekly finance review (with RFM & Client).
• Submitting ‘base’ and ‘above base’ invoice trackers
• Weekly review of OPEX with the client
• Assist in budget planning and monitor expenditures.
• Seek cost-effective solutions and control expenses with our vendors.
• EY Cost Centre coding for facilities invoices in the Mercury system.

1. Team Leadership / People Management

• Provide guidance, mentorship, and support to the WPC team in a leadership function (with RFM)
• Develop goals and achievable targets for the team (with RFM)
• Recruitment lead on operational staffing.
• Foster a positive work environment and encourage professional development.
• Weekly Operational Forecasting
• Manage annual leave tracker for the region.
• ISS Team Boards (Digital)

1. Personal Development

• Set achievable goals, training and measurable targets upskilling in Facility Management Delivery (with RFM)
• Weekly 1 to 1 with the RFM

REQUIREMENTS:

• Previous experience as a senior facilities person essential.
• Excellent understanding of facilities management principles.
• Proven People Manager
• Financial acumen from a facilities perspective (budgets / accruals)
• Ability to bring the best out in a team and delegate effectively.
• Good knowledge of health and safety regulations.
• Strong problem-solving abilities.
• Excellent communication and interpersonal skills.
• Strong time-management and organizational skills.
• Proficient in various MS and CMMS / CAFM systems.

NOTE:

The above job description is a guide to the work you may be required to undertake but does not form part of your contract of employment and may change from time to time at short notice to reflect changing circumstances within the business.

Please refer the Job description for details