Head of Operations – Professional Services The Head of Operations is a newly created role, due to ongoing growth and expansion, for an Irish Professional Services Firm. This position reports directly to the Managing Partner and sits on the management committee.
The successful candidate will lead the strategic management of all Operations (including Technological) and Facilities Management functions to maintain optimum accommodation, environmental and support service standards within our clients’ guidelines and budgetary constraints. You will lead the operations function, Technology function and facilities management function along with the provision of services (delivered by third parties where appropriate) within the firm. This role will also encompass participation in various project initiatives. You will possess a proven track record in broad senior operations role in a professional services or similar environment. In addition, you will demonstrate the attitude and ability to maintain at a high standard, change, build and grow the firm as appropriate and required, be a strategic and innovative thinker, a first-class communicator with excellent team leadership qualities. The successful candidate will also be an initiative-taker, able to work effectively alone whom can inspire confidence whilst presenting a certain gravitas and, will need a calm demeanour with the ability to remain un-flustered while maintaining a cool head in challenging situations. Key Responsibilities:
General Facilities Management
Ensure the delivery of Operations and Facilities Management services to a high standard. Identifying opportunities that will continuously improve all aspects of the function
Focus on quality-of-service delivery, ensuring best practice
Overall responsibility for all soft services incl. Reception services, Post & Courier management, Catering/Vending, Cleaning, Security, meeting rooms, events management etc.
Lead the Energy Management and Environmental/Sustainability focus
Support the development of function contracts and contractor management
Contribute to the function Procurement strategy
Responsibility for the delivery of Facilities Helpdesk services and systems
Support and lead the management of all Hard Services Incl. Asset Management, Buildings & Equipment and PPM scheduling
Ensure records are created and maintained for building (site logbooks) to demonstrate full operational procedures are followed
Property Management (working with the Partnership, Finance, Legal, HR and Divisional Heads)
Overseeing and project managing future office move
Management and reporting of Facilities budgets supported by Finance business partner
Lead and develop the management of on/off site storage requirements
Manage office space utilisation and continuously develop “ways of working”
Operational and Financial Responsibilities
Work across the Firm to support all aspects of operational service delivery.
Organise and chair weekly operations meetings and ensure all objectives and requirements are clearly communicated across the team
To advise and report to Partnership the allocation of space and office accommodation within the building.
Develop, review, and keep the Firm Continuity Plan and arrangements up to date, fit for purpose and regularly evaluated.
In conjunction with CFO, devise, manage, deliver the annual Facilities budget.
Assess and forecast financial performance, including comparison of actuals to budget, consider outlook and manage activity to deliver agreed financial outcomes.
Technology Responsibilities
Oversee all technology operations and evaluate them according to the Firms goals
Devise and establish IT policies and systems to support the implementation of strategies
Analyse the business requirements of all departments to determine their technology needs
Inspect the use of technological equipment and software to ensure functionality and efficiency
Identify the need for upgrades, configurations, or new systems
People Responsibilities
You will be required to motivate, develop, and lead the team; build relationships with external suppliers, ensuring contracts are well managed and issues are escalated and resolved as appropriate.
Planning and scheduling the team onto projects, delegating, and bringing insight into ways to prioritise and smooth demand by making the best use of the skill set of the team members individually and as a group.
Build trust and confidence through open communications and informing colleagues about issues that will affect their role.
Maintain the safety management system for contractors in conjunction with the Training division, including induction processes, permits to work, CDM Site Safety Plans etc.
Assist with the Quality Management process for appointing and managing suppliers and contractors
The Person Specification:
Knowledge and Qualifications
Hold a third level or professional qualification in Facilities Management or a related field
Extensive senior Facilities Management experience gained in comparable environments.
A qualification in health & safety would be advantageous
Demonstrate a full understanding of statutory legislation as it relates to the built environment.
Demonstrable knowledge of the full spectrum of facilities management functions, including contract management, tendering, business development, continuity planning, and hospitality services
Demonstrable up-to-date knowledge of current licensing, H&S and disability/access legislation, and the ability to apply these pragmatically through appropriate policies and procedures
Project management experience or qualification
Sound understanding of computer systems (hardware/software), networks etc.
Skills, experience, and personal attributes
Experience of negotiating and procuring facilities management service contracts based upon best practice principles, with an understanding and working knowledge of performance measurement techniques within the current facilities management market.
Experience of diligently managing contractor relationships and with managing and recommending improvements to SLAs with contractors and facilities service providers.
Experience of the management of facilities management and capital revenue budgets.
Demonstrate the ability to delegate where necessary and appropriate but equally have a hand-on approach to accomplish key requirements.
Proven expertise and experience, with at least 3 years at a Senior Manager level experience within a corporate setting
The ability to communicate effectively and professionally with Partners, colleagues, contractors, and key stakeholders. Excellent people skills with proven ability to work collaboratively. Able to find pragmatic solutions and adapt to changing situations.
Leadership skills with proven experience of leading, supporting, and mentoring teams.
Able to present information, verbally and in writing, in a clear, persuasive, and concise manner to a wide range of stakeholders.
For a more comprehensive position guide and further information on the opportunity please forward your current CV in Word format and/or contact Aine Wallace in absolute confidence at aine.wallace@osborne.ie .If you are interested in finding out more about the above role and would like to be considered for this or other suitable roles that we may have available for your skill set – please attach your CV via the link provided. Please submit your updated CV in Word FormatIf you are living in Ireland and hold a VALID WORK PERMIT, we would love to hear from you, if however, you do not hold a valid work permit unfortunately we will not be in a position to assist you with your job search.
Osborne are proud to be an Equal Opportunity Employer.
