Assistant Facilities Manager

Location: Hybrid / Swords, Co. Dublin, Ireland
job type: Permanent / Full-time
Sector and subsector: Facilities Management Facilities Manager
AnnualFixed salary:€ 42000.00

Mitie Ireland is a leading facilities management, consultancy and professional services company. We offer a range of specialist services including technical services, security, cleaning, industrial cleaning, energy and sustainability, and professional consultancy. Our breadth and depth of services and expertise means that we can help to increase efficiencies, reduce costs, increase sustainability, and improve performance for our clients.

We work with a wide range of private and public clients to create great work environments. At the 2025 Facilities Management Awards, our outstanding work was recognised with awards for 'Client and Service Provider', 'Best People Development' and 'Excellence in Health & Safety'. Mitie Ireland also won Facilities Management Company of the Year at the recent Chambers Ireland in Business Awards 2024.

Mitie have been awarded the IBEC Keep Well Mark in 2021, 2022, 2023, 2024 and 2025 for our commitment to employee wellbeing and we have also been named in the Top 100 Employers for Wellbeing in Ireland. Mitie were the first FM company to achieve the KeepWell mark for employee wellbeing. We are proud of our diverse workforce and recognise our people through a number of reward and recognition schemes, as well as through our learning and tailored personal development.

We are Mitie, the future of high performing places.

Role overview

The Assistant Facilities Manager plays a critical role in ensuring that maintenance activities are scheduled, tracked, and completed to prevent breakdowns and ensure compliance with safety and operational standards. The role requires a solution driven attitude, with the ability to take a strategic overview of site and contract performance to proactively identify opportunities for process improvement and process alignment across systems, stakeholders, and ways of working.

Here's a detailed breakdown of Assistant Facilities Manager; this list is not exhaustive, there may be other duties outside of the below.

Key Responsibilities

• Manage and maintain the Reactive and PPM schedules, aligned to asset types, manufacturer guidelines, and statutory requirements.
• Coordinate PPM cycles for self delivered services (weekly, monthly, quarterly, annually).
• Review and action all upcoming PPM tasks.
• Communicate maintenance schedules clearly with engineers and provide progress updates or escalations to RFMs.
• Keep the client's system accurately updated at all times with job status, notes, and completion details.
• Ensure all Priority 1 (P1) jobs are actioned immediately, and all relevant internal and client stakeholders are informed.

• Become the PRIMMS expert user and collaborate with the system team to streamline day to day operational processes.

• Manage subcontractors to ensure all planned and reactive work is completed in PRIMMS, including correct logging and closure.
• Act as a point of contact for subcontractors using the system, providing assistance and escalating technical issues where needed.
• Participate in system training to maintain strong operational knowledge of Maximo and PRIMMS.
• Identify and communicate system trends, issues, and roadblocks to the wider FM team to support continuous improvement.
• Take a strategic view of operational performance to identify, propose, and help implement process improvements (including standardisation and alignment with client, compliance, and internal best practice) that improve efficiency, service delivery, and data quality.
• Contribute to regular reporting, including PPM performance, reactive job status, and system usage insights.

About you

• 2 - 4 years experience in a technical FM business including reactive, PPM operations, compliance, and H&S Management a distinct advantage.
• Excellent PC knowledge - MS Office Suite required.
• Familiarity with CAFM systems and scheduling tools required.
• Strong accuracy and attention to detail skills.
• Logical thinking.
• Strong organisation and administration skills.
• Enthusiastic with positive "can do" approach.
• Solution driven mindset, with the ability to identify root causes, propose practical improvements, and follow through to implementation.
• Ability to take a strategic overview, spot trends and inefficiencies, and drive continuous improvement and process alignment across teams, systems, and suppliers.
• Reliable & Flexible.
• Customer & People focused.
• Calm nature - even temperament.
• You will be a team player with a positive attitude who enjoys collaborating with people and contributing to shared goals.
• You will have the ability to interact and communicate as appropriate with your audience, which will encompass colleagues, engineers, contract and performance managers and third party suppliers.
• You're someone who balances productivity with a sense of fun, helping to create an atmosphere where people enjoy coming to work.

Company benefits

• Annual leave purchase scheme (buy up to 5 extra days of annual leave per year).
• Free virtual GP service.
• Access to our Employee Assistance Programme (EAP).
• Mi Recognition (Thanking employees for a job well done ranging from €25 - €250).
• Talent Referral Scheme (Earn €100 - €3000 for referring a friend to Mitie).
• Long service awards (Ranging from €50-€300).
• Mi Deals (Fantastic savings at high street stores).
• A non contributory life assurance scheme.
• Bike2Work Scheme.
• Tax Saver Scheme.
• Learning & development (access to 200 courses on our L&D platform).

This job description is intended to give the post holder an appreciation of the role envisaged for this position and the range of duties undertaken. It does not attempt to detail every activity, and should be utilised as a general guide, detailing the minimum requirements and responsibilities of the position. Specific tasks and objectives will be agreed with the post holder following the appraisal process and on an as and when required basis throughout the post holder's period of employment.

Mitie is an equal opportunity employer.