The Apex Group was established in Bermuda in 2003 and is now one of the world’s largest fund administration and middle office solutions providers.
Our business is unique in its ability to reach globally, service locally and provide cross-jurisdictional services. With our clients at the heart of everything we do, our hard-working team has successfully delivered on an unprecedented growth and transformation journey, and we are now represented by over circa 13,000 employees across 112 offices worldwide.Your career with us should reflect your energy and passion.
That’s why, at Apex Group, we will do more than simply ‘empower’ you. We will work to supercharge your unique skills and experience.
Take the lead and we’ll give you the support you need to be at the top of your game. And we offer you the freedom to be a positive disrupter and turn big ideas into bold, industry-changing realities.
For our business, for clients, and for you
Job Specification:
The Ireland Head of Facilities is responsible for managing the overall day-to-day Facilities management operation, maintenance, security & safety of facilities, equipment, All Real estate negotiations and grounds that are leased / owned or the responsibility of Apex, within the country where they are based, and the oversight and management of all other countries, offices and Facilities staff who are based within their region
The ideal candidate will be able to effectively coordinate all Facilities management services, Real estate negotiations and projects meetings and other office events They should be comfortable managing or undertaking the answering of inbound phone calls, distributing mail to employees, and handling outgoing mail They should also possess a friendly demeanor so they can effectively interact with office visitors and interview candidates
Key responsibilities:
Facilities Management
• Management of all Facilities and Real Estate in the region shown, can be based in any of the countries within their region, although the office should be of a suitable size (circa 100 staff or above), and will be responsible for All office locations in the region
• Management of all Facilities staff who are based within their region
• Point of contact for landlords and in-house clients
• Provides oversight and management of the provision of general Facilities Management & Real Estate
• Ensure compliance with all procedures, policies, and regulations and ensure timely response to regulatory issues and inspection findings
• Understand the components within the lease, and our obligations
• Determine needs for space & equipment leases, purchases, and services
• Management of the Facilities budgets, both Capital & Operational spend
• Negotiate contracts with vendors and maintain vendor relationships
• Ensure that projects meet time requirements, specifications, budgets and communication standard
• Provides advice and input to decisions regarding overall property strategy, taking into account organic and acquisitive growth plans
• Responsible of capacity planning, ensuring adequate office space is provided for Apex employees
• Project manages and oversees office relocation, internal moves and refurbishments
• Prioritises, coordinates and monitors the completion of work orders for all facility maintenance issues handled by vendors
• Ensures that adequate facilities, equipment and furnishings are available and properly maintained
• Manage the Car Parks and the Car Parking policy (if applicable)
• Maintaining and implementing local House Rules
• Work with Facilities & Procurement team regarding selecting vendors for facilities services and hands-on facility worker duties
• Engage with different areas of the business such as Workday, accounts for payments & office orders and HR for HR activities & office events
• Manages building access systems
• Manages local office related procedures
• Good working relationship with the building management team to arrange fire drills and evacuation procedures
• Management of policies such as Health & Safety, Physical security, Travel, BCP and Site Security Manual
• Review Facilities KPIs
Administration and legal
• Day to day submission, reviews and approvals of PO’s and or invoices within Workday, accounting team, and other administrative work
• Keeping records of all PO’s and invoices, submitting within Workday for relevant approvals, and sending for payment in timely manner
• Submitting annual inventory (Asset list)
• Working closely with local HR department
• Communicating with attorneys on any legal work
• Receiving mail and sending shipments within and outside the country
Health, Safety & Security
• Ensures inspections are conducted to verify the facility is in safe operating condition and corrects any issues that are found as appropriate
• Oversees and performs Health & Safety work in accordance with local and national building and maintenance codes
• Manage all Facilities faults reported and make sure that all are completed in a suitable timeframe
Other
• Organizing corporate events, meetings, directors, and management office visits
• Manage the Travel procedure, provide support to staff regarding visas and travel organization
• Performs other related duties as assigned
Skills Required:
• Minimum of 5-7 years in-house Facilities Management & Real Estate experience in a corporate office environment or similar
• Corporate / multi-site experience
• Contract experience & Negotiating skills
• Lease knowledge, design, building materials, real estate
• Knowledge of Health & Safety and security procedures
• Excellent problem solving, team and time management skills, managing multiple deadlines for self and others
• Able to supervise and manage effectively staff members
• Proficiency to operate independently
• Knowledge of project management methods and techniques
• Experience of office relocations and refurbishments
• Knowledge of facilities functions and procedures (ie, building codes, electrical systems, furniture, space planning)
• Excellent verbal and written communication skills to various levels both externally and internally in the organization
• Good communication, management, and mentoring skills
• Flexible approach to working duties
Disclaimer: Unsolicited CVs sent to Apex (Talent Acquisition Team or Hiring Managers) by recruitment agencies will not be accepted for this position. Apex operates a direct sourcing model and where agency assistance is required, the Talent Acquisition team will engage directly with our exclusive recruitment partners.
