Property & Facilities Executive Officer

JOB DESCRIPTION:

Job Purpose
To coordinate and administer an efficient Facilities Management Service across a broad range of activities. This includes providing diverse administrative and coordination functions within the Property and Facilities Department, administrative support to the Property and Facilities Manager, liaising with contractors, suppliers and other third parties, coordinating works with business units and managing budgets, purchasing and invoice payments as required.

Main Duties and Responsibilities
Facilities Management Function:

• Co-ordination of the Facilities Management (FM) projects and tasks across AirNav Ireland through third party contractors which are managed by the Property & Facilities Unit.
• Issuing of work specifications, obtaining quotations, liaising with works and service contractors, validating completion of works and processing of invoices.
• Administer the FM project and works schedules, notification of upcoming works / services, tracking progress with third party contractors.
• Co-ordinating with FM Operatives, AirNav Engineering / Operations, contractors, caretakers and landowners.
• Maintenance of building works register; recording all works carried out including new installations, upgrades, repairs and building fabric maintenance.
• Actively respond to FM incidents or emergency situations professionally and ensure that appropriate and safe controls and processes are applied.
• Administer the National and Local FM manuals and ensure they reflect current practice and remain fit for purpose through regular reviews and updates.
• Co-ordination of Fitness Zone maintenance including arranging employee familiarisation inductions, sign-in sheets, safety controls, maintenance and service of fitness equipment and associated ad-hoc tasks and requests.
• Provide leave cover for service attendant as required.
• Provide weekly reports on FM activities.

Property Administrative Support:

• Maintain Property and Facility related files / registers, asset registers, project files, lease and licence documentation and monitor renewal dates of property related legal agreements.
• Administer the project schedules, grant applications, notification of upcoming projects, collation and records management of project related documentation.
• Ensure the property portfolio is kept accurate and up to date with all relevant information and documentation required for regulatory, business or other purposes.
• Validate rent, rates and fee charges against agreed costings and processing related documentation for approval and payment.
• Administration building rates files and liaise with the county councils and valuation office.
• Co-ordination of access requests by 3rd party licence holders to AirNav sites with Technical Services and local caretakers
• Support the range of functions of the Property and facilities Unit to ensure effective delivery of their objectives and work programmes.
• Liaison with relevant agencies, service providers and other third parties for all tasks related to the continued maintenance and development of the property portfolio.

Fleet Management:

• Process requests for new or replacement fleet vehicles, ensure that vehicles provided are in line with operational requirements including arranging maintenance and repairs as required.
• Co-ordinate the provision of insurance and tax discs, fuel cards and toll tags for company vehicles

Finance and Procurement:

• Assist with the production of related project scopes, business cases and tender documentation.
• Work with AirNav Procurement team to develop works specifications, release tenders and evaluate submissions.
• Manage tendering of specialist services for Property and Facilities
• Generate purchase requisitions & reconcile invoices on the AirNav integra finance management system.
• Manage and prepare budgets for Property and Facilities works.

Central Document Control (CDC) functions include:

• Maintain a master list of all Property and facilities-controlled documentation and records of amendments.
• Conduct regular reviews of the document control functions within AirNav Property and Facilities and ensure that appropriate measures are in place to ensure compliance with Company requirements.
• Responsible for upkeep of the Document & Audit Action Management System (DAAMS) for the provision of controlled documentation for Property and Facilities
• Co-ordination of document management team training and familiarisation
• Undertake review surveys, develop improvement plans and drive improvements within the system, processes and procedures.
• Review documented processes which are not currently included as part of the AirNav Ireland controlled document system to ensure the compliant control of all relevant documentation.

General Duties:

• Provision of direct administrative support to the Property and facilities Manager
• Co-ordinating ICT requirements on behalf of the Property and Facilities Unit
• Ordering and provision of stationery, supplies, equipment, services and furniture as required. Ordering and maintaining of pandemic related materials.
• Assist with coordinating security, FM and cleaning arrangements for high profile events and functions at The Times Building, organised by AirNav.
• Ensure compliance with AirNav Ireland policies, procedures, health & safety regulations, data protection, records management and security protocols in line with the related role and tasks.
• Attend meetings for minute taking and production of professional meeting reports and action lists as required. 
• Attend technical, general, soft skills, Health & Safety and Facilities related training courses.
• Other duties as may be required by the Property and Facilities Unit