Facilities and Contract Services Manager
Choice Services ROI
Job Ref: OH/FCSM/1019
James’s Street, Dublin 8
Salary : Circa €55,000
Job summary
Choice Services is a subsidiary of the Choice Group and is working with Oaklee to deliver the first Social Housing PPP Contract in Ireland. Reporting to the Operations Manager, the Facilities & Contract Manager will be responsible for managing and delivering all facilities related SLA’s, Performance Management, KPI Reporting, procuring and managing Sub-Contracted services, and driving the operational performance of the contract.
Overview of Post:
To manage the Facilities Management aspects of our Contract for the delivery of services for
the PPP Operations Company including Facilities Management (eg maintenance, grounds maintenance, waste, pest control, common area cleaning, caretaking, security) part of Social Housing Bundle 1 PPP Project (534 dwellings). To assist in service provision to other Oaklee Properties.
Duties:
Facilities Contract Management
- Assist with the testing, commissioning and handover of properties from the Construction Contractor
- Contracted Services – Develop and Manage key facilities services
- Manage a small team of Engineers, Caretakers and Cleaners.
- Quality – monitoring quality measures \ KPI’s and driving continuous improvement
- Programme Works – schedule direct service works to Engineers / Contractors as required
- Implement Planned Preventative Maintenance (PPM) regimes
- Procurement – Deliver value for money services and monitor budgets
- Utilities / Energy Management – monitoring consumption and seeking opportunities to minimise costs
- H & S – ensure all contracted works meet statutory compliance and safety standards across portfolio
- Management – Deputise for Operations Manager as required
Key Services we are providing
- Building and Asset Management
- Change of Tenancy works
- Small Works and Adaptations
- Grounds Maintenance
- Cleaning
- Fire and Emergency
- Security
- Waste Management and
- Pest Control
Performance Management
- Service Level Agreements – ensure SLA’s are closely monitored and adhered to
- Performance Management – analysing key performance data, measuring effectiveness of service delivery, minimising contract failures
- Reporting – using key IT Systems (eg Service Connect) to provide accurate daily, weekly and monthly KPI Reporting
Financial
- Responsible for the effective management of all designated budgets, ensuring they are managed to deliver best value for money.
- Provide the Operations Manager information on the annual and multi annual budget requirements as necessary.
- Manage all designated budgets, reporting regularly on spend v budget. Highlight any areas of significant variation to the Operations Manager promptly along with any proposals to correct the variation
Health & Safety
- Manage all key property related risks, ensuring regular review of all risks and maintaining measures to mitigate such risks.
- Support the Operations Manager in ensuring ongoing assurance of Choice Services legal obligations in respect of Health and Safety including: -
- Mechanical & Electrical Compliance (gas, oil, fire detection & alarms, legionella, lifts etc.),
- Safety, Health and Welfare at Work (Construction) Regulations
- Fire safety
- Staff safety & wellbeing (lone working, driving, equipment, PPE, stress, etc.)
- Support the Operations Manager in ensuring services meet the housing regulatory requirements and that homes meet the housing rental standards along with any other statutory standards
- Ensure all Engineers and Contractors operate safe systems of work and that the safety and wellbeing of tenants and visitors remains a key priority at all times.
- Maintain current knowledge of all relevant health and safety matters and ensure that any changes in any health and safety regulatory or good practice requirements are reviewed and applied as necessary.
Stakeholders / Colleagues
- To liaise with Senior Management Team, Maintenance Supervisors, Programmers, Engineers, the Choice Services Centre, Housing Managers, Finance, Energy and Assets teams and other organisation staff to ensure compliance with all processes and deliver an effective service to Tenants.
- Liaise with Key Stakeholders, Operations Company, Local Authority, Tenants, Local Groups as required
Other
- As a member of a team delivering services to our clients, you will be expected to be flexible and adaptable to work.
- Staff Management – To mentor staff on good working practices.
Applicants must have:
- Must be able to demonstrate a high level of knowledge and experience in the delivery of KPI focussed contracts.
- Must be able to demonstrate a high level of knowledge and experience in the managing of sub-contractors.
- A technical knowledge of building maintenance and facilities management, including legislative requirements.
- An understanding of the needs of customers or Tenants.
- Ability to use and develop IT \ database management information systems and keep records up to date
- Ability to demonstrate analytical skills experience
- Current valid driving licence and access to private transport
- Sound knowledge of building maintenance \ services with a minimum of 5 year's relevant experience in the maintenance, property management, construction or services industry.
- Relevant qualification in Property, Facilities, Construction or similar discipline
- Confident, reliable, and flexible
- An interest in what Choice \ Oaklee is seeking to achieve in helping others
Desirable Criteria
- Evidence of a strong knowledge of financial and cost management.
Benefits of this post include:- Flexible working hours and a pension scheme, 22 annual leave days, Death in Service benefit.
Please note, Choice Services \ Oaklee Housing reserves the right to create a reserve list following the interview process.
NB: The panel may enhance the criteria in order to facilitate short-listing.
“Choice Services and Oaklee Housing are an Equal Opportunities Employer”
