Facilities Manager

Description

The On-Site Facilities Manager provides end-to-end leadership of all facilities, workplace, compliance, and safety functions within the office. The role ensures the delivery of a safe, efficient, compliant, and people-centred workplace by managing budgets, supplier performance, contracts, landlord relationships, physical security, and statutory obligations.

A key responsibility is maintaining full audit-ready standards across Health & Safety, Environmental, ISO frameworks, and Physical Security, including evidence management and task completion. The Facilities Manager acts as the primary on-site escalation point for all facilities issues and ensures continuous improvement across service streams.

The role also provides day-to-day leadership for Facilities Coordinators and Front-of-House member fostering a consistent, high-quality workplace experience

Key Responsibilities

Financial & Commercial Management

Own and manage the local OPEX and CAPEX budget within Delegated Authority.

Code, validate, and review all invoice submissions for operational services.

Conduct monthly budget vs actual reviews with the Senior Business Manager/National FM.

Ensure all procurement activity follows the Procurement Strategy and P-Card guidelines.

Provide local input into annual budgeting and reforecasting cycles.

Support supplier performance reporting by supplying local KPI/SLA feedback.

Monitor local courier and taxi usage, costs, and volume data for commercial analysis.

Identify and escalate CAPEX requirements for planning and prioritisation.

Supplier, Contract & Service Delivery Management

Ensure day-to-day performance of Cleaning, M&E, Security, Vending, Catering, Access Control, and other local suppliers meets contractual standards.

Conduct service reviews, performance evaluations, and escalation management for all providers.

Ensure PPM schedules are delivered on time with supporting evidence.

Coordinate with Property Management Compliance to address non-conformance, RAMS issues, or competency concerns.

Ensure the completion of all Helpdesk/Portal tickets raised by staff, FOH, or stakeholders

Workplace Experience & Service Excellence

Lead workplace experience delivery including FOH, visitor management, and client experience.

Oversee meeting room and AV readiness, event support, and room setup standards.

Monitor cleanliness, hygiene, and presentation of all office areas including collaboration spaces, kitchens, staff areas, comms rooms (non-technical), storage rooms, and car parks.

Drive a culture of proactive service, ensuring fast, responsive, and personable interactions with stakeholders.

Oversee consumables, hospitality supplies, sanitary stocks, and operational inventory management./space-related planning requirements.

Landlord, Tenant & Building Management Liaison

Act as the primary on-site contact with the Landlord/Managing Agent.

Attend and share outputs from tenant meetings, building updates, and operational changes.

Ensure the Head of Portfolio & Projects is informed of relevant building or landlord changes.

Support building access management, maintenance coordination, and building services communications.

Flag any premises changes affecting layouts, CAD plans, or workplace design.

Health, Safety & Environmental Compliance

Ensure full compliance with H&S, Fire Safety, Environmental legislation, and internal firm policies.

Support scheduled H&S, Fire, Environmental and ISO audits, ensuring evidence and actions are managed.

Oversee completion of Assurity A+ tasks and ensure the timely upload of documentation (certificates, RAMS, reports, contractor insurances, SDS sheets, etc.).

Ensure First Aid kits are maintained to BS standard, and defibrillators are correctly stocked, signed, and functional.

Support timely completion of DSE assessments and escalate ergonomic risks to HR/ER.

Environmental, Energy & Sustainability Responsibilities

Oversee accurate and timely meter readings for ESOS and ISO 50001.

Ensure carbon, waste, and FGas data is captured with required third-party evidence.

Validate documentation from waste contractors including Waste Transfer Notes and Certificates of Destruction.

Support sustainability initiatives led by Corporate Responsibility or Responsible Business.

Physical Security Management

Ensure compliance with the firm’s Physical Security Policy.

Manage security audits, CCTV coordination, access control panel functionality, and secure area logs.

Approve and oversee contractor, visitor, and temporary access permissions.

Ensure timely deactivation of passes for leavers and correct processes for starters/visitors.

Work closely with IS and Information Security teams on BRP updates and incident preparedness.

Business Continuity & Incident Response

Maintain local knowledge and readiness for Building Recovery Plans (BRPs).Provide local support during operational, safety, environmental or IS incidents.

Ensure all incident logs, escalation notes, and reports are completed and filed correctly.

Support investigations into accidents, near-misses, and security issues.

Records & Archiving Management

Ensure compliance with retention policies and risk registers.

Escalate issues with incumbent archiving providers until Business Stream Contact & QRM fully assume ownership.

Leadership, Culture & People Management

Lead, guide, and develop the Workplace Services Coordinators, setting clear expectations and service standards.

Manage workload allocation, priorities, and service coverage across operational functions.

Support training, mentoring, and ongoing professional development.

Promote a culture of safety, compliance, customer service, and continuous improvement.

Skills, Knowledge and Expertise

IOSH Managing Safely (or equivalent).

Experience in Facilities Management, Workplace Operations, or Property Operations.

Strong supplier and contract management experience.

Solid understanding of compliance, statutory requirements, and audit frameworks.

Experience coordinating multi-service suppliers in a professional environment.

CIEHF DSE Assessor certification.

First Aid at Work & Fire Warden certification.

Experience working within ISO-accredited environments.

Experience in corporate, professional services, or multi-site organisations.

Strong leadership and coaching skills.

Excellent stakeholder and relationship management.

Strong financial understanding and commercial awareness.

Ability to prioritise under pressure and manage competing demands.

Confident in data, evidence management, and digital workflow systems

Benefits

Office Facilities

State of the art high tech office in a Central Dublin City Centre location

Onsite gym, with changing & shower facilities

Secure bike parking

Onsite café with complimentary barista

Health Benefits & Leave Entitlements

Together Anywhere Leave

Annual Leave Purchase Scheme

Take a Me Day

Adoptive, Paternity, Fertility & Maternity Leave

Mini Health Assessments

Digital Doctor access

Expanded Health Insurance providers

Work Equipment & Resources

Mobile Phone & Laptop

Annual Professional Subscription

Career Progression

L&D initiatives

Income Benefits

Annual travel allowance

Life Assurance

Increased pension contribution

Income Protection

About BDO Ireland

As part of the fifth largest global professional services firm, BDO stands as a leading force in Ireland's accountancy, tax, advisory, and consulting realm. Working with us fuels your career's purpose at every turn, offering unmatched breadth, quality, responsibility, and AI exposure.

BDO Ireland is a key player in the international BDO network - the world's largest European-led accounting group. With an excellent partner-to-staff ratio, our 91,054 experts collaborate with clients, delivering impactful advice from 1,658 locations across 167 countries.

At BDO, we prioritise how we treat our people - colleagues and clients alike. Our international recognition for a mindful and compassionate company culture reflects our commitment to placing individuals at the heart of all we pursue.