Facilities Officer

About the Role

The Executive Officer (EO) Facilities holds a vital role in maintaining a safe, accessible, inclusive, and sustainable working environment for all staff, visitors, and contractors. Reporting directly to the Facilities Manager (HEO), this position supports the provision and management of facilities and workplace services organisation-wide.

The role entails overseeing daily facilities operations with an emphasis on delivering excellent customer service. It requires superior organisational and administrative abilities, sound judgment, and effective collaboration with colleagues, contractors, suppliers, and stakeholders following organisational and public sector standards. The Facilities Officer also contributes to operational planning and continuous improvements in facilities services.

Team Structure

The Facilities Team is part of the Governance and Secretariat Team within the Corporate Services Division, which also includes People and Organisational Development, Change & Business Improvement, Finance and Procurement, and International Affairs.

Responsibilities encompass facilities operations, contractor management, health and safety, workplace projects, procurement support, sustainability, accessibility initiatives, and business continuity planning. The team partners closely with internal and external providers to ensure effective service delivery aligned with organisational growth and operational needs. Services such as cleaning, security, catering, and maintenance are managed through an external Facilities Management provider with on-site resources.

Primary Responsibilities

• Oversee daily facilities operations including hard and soft services such as maintenance, cleaning, security, catering, and contractor performance oversight.
• Deliver professional, responsive service to staff, visitors, and other stakeholders, promptly addressing facilities inquiries and requests.
• Maintain up-to-date communication channels, databases, records, and filing systems related to facilities policies and procedures.
• Support maintaining a safe, accessible, and regulatory-compliant workplace by coordinating statutory inspection records and supporting fire safety, emergency response, and business continuity plans. Escalate health, safety, security, or compliance issues as necessary.
• Monitor facilities budgets and expenditures and assist with operational planning and cost control ensuring adherence to public procurement regulations and organisational policies.
• Champion initiatives in sustainability, accessibility, energy efficiency, and workplace enhancements consistent with organisational and public sector goals.
• Develop and maintain effective relationships with internal stakeholders, landlords, contractors, and external service providers to facilitate efficient facilities service delivery.
• Contribute to evolving facilities procedures, operational standards, and workplace service improvements.
• Provide administrative and operational support for facilities-related projects including office relocations, refurbishments, and building works.

Candidate Profile

Essential Criteria:

• Experience coordinating facilities operations and managing contractors across catering, cleaning, reception, and security services.
• Knowledge of health and safety regulations and workplace compliance requirements.
• Strong organisational, administrative, communication, and stakeholder management skills.
• Ability to prioritize effectively in a dynamic, busy work environment.
• Proven track record in collaborating with internal teams and external service providers.

Desirable Criteria:

• Professional qualifications or industry training in facilities management.
• Experience supporting office expansions, fit-outs, or workplace projects.
• Familiarity with public sector or regulated environments.
• Background in sustainability, accessibility, workplace improvements or energy efficiency initiatives.
• Knowledge of public procurement procedures and contract management practices.

Additional Information

• This is a permanent role working full-time at 35 hours per week.
• Annual leave entitlement is 23 days per year.
• The role operates on a hybrid basis with an expectation of regular presence on-site at One Shelbourne Buildings, Shelbourne Road, Dublin 4, D04 NP20.
• The position is classified under the Executive Officer salary scale, with successful appointees starting at the first point on that scale.
• Citizenship eligibility requires the candidate to be a citizen of the EEA, UK, Switzerland, or a non-EEA citizen holding valid Stamp 4 or Stamp 5 permissions. A 50 TEU visa is acceptable as a Stamp 4 equivalent.
• Candidates must reside in either the Republic of Ireland or Northern Ireland.
• The hiring process includes shortlisting and competency-based interviews at the Dublin office.
• Reasonable accommodations are available during recruitment upon request.
• Coimisiún na Meán values diversity and equal opportunities and encourages applications from all backgrounds.

Competencies Assessed

• People Management
• Analysis and Decision Making
• Delivery of Results
• Interpersonal and Communication Skills
• Specialist Knowledge, Expertise and Self Development
• Drive and Commitment to Public Service Values