Job Description
Head of Facilities Management and Services Reports to: Chief Executive Officer Organisation:AtaliaStudent Residences DAC Background Atalia Student Residences DAC is a wholly owned subsidiary company of University of Galway and is responsible for the management and operation of campus residences Dunlin Village, Goldcrest Village and Corrib Village, as well as the co-ordination of conferences and events across the campus. In addition to the three main on-campus villages, there are two houses off campus, owned by the University and managed by Atalia Student Residences DAC. Throughout the academic year, our accommodation is home to over 1,800 University of Galway students. Student wellbeing is central to our ethos, as we support students in their transition to independent living. As well as running an annual social programme for residents, there is 24-hour, on-site personnel/security and a range of on-site facilities including a shop, café, launderettes, common rooms, social spaces, sports cages, tennis court and playground. During the summer, we welcome thousands of guests to the University campus for holidays, conferences, special events and summer schools. Our company operates one of the largest Filte Ireland approved accommodation centres in the country, with summer bedroom sales in excess of 70,000 bedrooms. Job Role The primary purpose of this role is to lead in the management of facilities and related operational challenges that arise across three student villages and two off-campus houses. You will ensure a high quality delivery of all facilities management services that meet the requirements of students during the academic year and a high volume of summer guests from May to August. As well as playing a crucial role in ensuring the smooth and efficient operation of the facilities function incorporating the maintenance and accommodation teams, you will oversee the areas of Health and Safety, refurbishment and capital planning. By collaborating closely with the CEO and senior managers, you will contribute to achieving the overall business objectives. Your ability to communicate effectively will be instrumental in setting clear instructions and objectives for your team, implementing a comprehensive plan that outlines progress, goals, and business strategies. Key Relationship The holder has specific job contact with: Atalia Student Residences DACs operations, marketing and sales teams The Universitys Commercial, Finance, Buildings and Estates, Information Solutions and Services staff Design and construction teams responsible for new builds and regeneration programmes An extensive portfolio of contractors and service providers Government agencies e.g. HEA, HSE, etc. External Health and Safety consultants Responsibilities Collaboration with the CEO and operational management to gain a deep understanding of departmental Key Performance Indicators (KPIs) Maximising business profitability through commercial awareness, strict financial controls, and active participation in key strategic decision-making processes Drive the adoption of technology and explore more efficient ways of conducting business operations Provision of leadership and guidance within the company around data protection compliance including the General Data Protection Regulation (GDPR) Oversee all major maintenance and enhancement projects Monitor the performance of contractors based on their respective Service Level Agreements Plan, cost and execute an annual preventative maintenance programme to ensure best practice associated with the future integrity of our property portfolio Ensure regular property inspections related to ongoing maintenance, housekeeping, health and safety - incorporating general observations, reports and recommendations for improvement - are in place Review and update SOPs as required, ensuring appropriate training and development on same is up-to-date Ensure a high quality turnaround of facilities from academic year to summer season, in liaison with the team Coordinate property enhancement projects during tight windows of opportunity concurrent with a busy summer season of activity, in liaison with the Academic and Summer Business Managers Manage the facilities team and liaise with University Buildings and Estates for capital expenditure works. Implement detailed plans to ensure that projects are delivered on time and within budget Develop relevant specification documents for tendering works or service contracts and undertake tendering exercises to achieve maximum value for money, including negotiating with supplier representatives Support in the area of sustainability, developing new practices and improving existing. Play a key role in the development of a target-driven and measurable sustainability plan, acting as sustainability champion within the team and leading by example Ensure full compliance with company procurement procedures Oversee the compliance, monitoring, improvement and implementation of health and safety processes and procedures Ensure the facility complies with relevant laws, regulations and safety standards Further develop the business continuity plan that ensures appropriate responses to emergencies or urgent issues as they arise Coordinate annual relevant risk assessments and subsequent implementation of observations and recommendations made Provide strategic input into the review and continued development of a comprehensive risk register Develop and implement quality processes and procedures in the areas of accommodation, customer service, procurement, inventory control and the facility management processes Develop a consistently strong customer orientation in the management of all services. Monitor customer feedback and facility related KPIs and aim to exceed customer expectations at all times Any other duties as specified by key stakeholders Personal Attributes The post holder requires: Minimum of 5 years relevant work experience gained working in a large property portfolio/facilities/hospitality work environment Bachelors degree (level 8 NFQ) or equivalent, in a discipline relevant to facilities management or building services or substantial relevant experience in a hospitality/resort environment Some knowledge of the student accommodation or hospitality sector Project management, procurement and budget management experience Comprehensive knowledge of Health and Safety legislation relevant to building and construction activities Excellent reporting skills Knowledge of IT systems and their management Excellent financial and quantitative analysis skills, including budgetary management, review and control Experience in developing and maintaining a comprehensive and appropriate risk management system A proven ability to make informed decisions and exercise sound judgement Excellent leadership, problem-solving, interpersonal, organisational, project management, time management, negotiation and communications (written and verbal) skills Ability to demonstrate a confident and calm approach in highly emotional or stressful situations A good understanding of laws and regulations and a willingness to stay up-to-date with any developments Key Behavioural Competencies Planning and Organising Ability to methodically organise the delivery of an effective facilities plan to support both the academic term and summer business. Target-Driven Ability to set and motivate teams to achieve targets within specified time and budgetary constraints. Decision Making A proven ability to work under pressure in a fast-paced environment whilst proactively solving problems and making informed decisions. Communication Communicates persuasively and eloquently at the highest levels with internal and external groups. Innovative and Creative Thinking A strategic and innovative thinker. Contributes to the strategic direction of the company by bringing new ideas and thinking to improve processes. Leadership Contributes to the development and implementation of strategic key goals. Ability to engage and develop the Facilities team. Skills: Planning & Organising target driven Decision Making Communication innovative & creative thinking Leadership