Property & Facilities Executive

About AirNav Ireland

AirNav Ireland is the national provider of air navigation services in Ireland, responsible for safe, efficient, and sustainable management of air traffic within Irish-controlled airspace. The organisation employs roughly 700 people across Dublin, Shannon, and Cork, playing a vital role in supporting Ireland's connectivity, aviation sector, and broader economic growth.

Job Purpose

The Property & Facilities Executive is tasked with managing and coordinating a comprehensive Facilities Management service, encompassing diverse administrative support and project coordination within the Property and Facilities Department. This position involves liaising with contractors, suppliers, and other external parties while facilitating communication with business units and overseeing budgets, purchasing, and invoice processing.

Main Responsibilities

• Oversee coordination of Facilities Management projects managed by third-party contractors within AirNav Ireland's Property & Facilities Unit.
• Prepare work specifications, obtain quotations, communicate with service contractors, validate work completion, and handle invoice processing.
• Manage project schedules and notify stakeholders about upcoming works and service activities while tracking contractor progress.
• Collaborate with FM Operatives, Engineering, Operations teams, contractors, caretakers, and landowners.
• Maintain a detailed register of all building works including installations, upgrades, repairs, and maintenance.
• Respond promptly and professionally to Facilities Management incidents or emergencies, ensuring appropriate safety controls are applied.
• Administer the National and Local FM manuals, keeping them current and fit for purpose through regular updates.
• Coordinate maintenance and operations of the employee Fitness Zone including inductions, safety protocols, equipment upkeep, and associated tasks.
• Provide coverage for service attendant duties as necessary.
• Generate weekly reports summarising Facilities Management activities.
• Maintain Property and Facility related documentation such as asset registers, project files, lease/licence agreements, and monitor renewal deadlines.
• Administer project schedules, manage grant applications, and handle records related to projects.
• Ensure the property portfolio records are accurate and compliant with regulatory and business requirements.
• Validate rent, rates, and fees against agreed terms and process documentation for approvals and payments.
• Liaise with county councils and valuation offices regarding building rates files.
• Coordinate access requests from third-party license holders with Technical Services and caretakers.
• Support Property and Facilities Unit functions to effectively deliver objectives and work programmes.
• Manage relationships with agencies, service providers, and external parties to maintain and develop the property portfolio.
• Process requests for new or replacement fleet vehicles and ensure they meet operational needs, including managing maintenance and repairs.
• Coordinate vehicle insurance, tax discs, fuel cards, and toll tags for the company fleet.
• Assist in preparing project scopes, business cases, and tender documents.
• Collaborate with Procurement to develop specifications, release tenders, and assess submissions.
• Manage tendering for specialist property and facilities services.
• Create purchase requisitions and reconcile invoices using the AirNav Integra finance system.
• Manage and prepare budgets for Property and Facilities projects.
• Maintain master lists of controlled Property and Facilities documentation and track amendments.
• Review document control processes regularly to ensure compliance with company policies.
• Manage the Document & Audit Action Management System (DAAMS) for Property and Facilities controlled documentation.
• Coordinate training and familiarisation for the document management team.
• Conduct review surveys, develop improvement plans, and implement system and process enhancements.
• Review undocumented processes to ensure full document control compliance.
• Provide direct administrative support to the Property and Facilities Manager.
• Coordinate ICT needs for the Property and Facilities team.
• Order and maintain supplies, equipment, services, furniture, and pandemic-related materials.
• Assist with organising security, facilities, and cleaning for key events at The Times Building.
• Ensure all work complies with AirNav Ireland policies, health and safety regulations, data protection, records management, and security protocols.
• Attend meetings for minute taking and prepare professional reports and action logs.
• Participate in relevant technical, general, soft skills, health and safety, and facilities training courses.
• Perform other duties as required by the Property and Facilities Unit.

Person Specification

• Possess a third-level qualification in a business-related field including Project Management, or equivalent experience in a similar property and facilities role.
• Demonstrate strong organisational skills with the ability to manage multiple activities effectively.
• Exhibit excellent communication and interpersonal capabilities.
• Show the ability to work well both independently and collaboratively as part of a team.
• Be proficient with ICT tools, including Microsoft Project, Word, Excel, and PowerPoint.
• Hold a valid driving licence with access to own transport and willingness to travel as needed.

• Experience in state procurement procedures, including e-tendering, is an advantage.

Terms and Conditions

• Competitive salary with a range approximately between €36,085 and €73,147 depending on experience.
• Annual incremental salary increases.
• Permanent position located in Dublin City Centre (Dublin 2).
• Hybrid work options available; however, a strong onsite presence is essential, especially during training and critical business needs.
• 23 days annual leave entitlement.
• Access to onsite gym facilities.
• Membership in a semi-state pension scheme.
• Accredited employee wellbeing program.
• Tailored career progression opportunities.
• Family-friendly workplace policies.
• Opportunity to work in a challenging, rewarding safety-critical environment within a dedicated team.

Additional Information

Applications, including cover letters and CVs, must be submitted by 16:00hrs on Monday 10th August 2026. Late applications will not be considered. Applicants must hold the legal right to work and reside within the European Union. AirNav Ireland is committed to equal employment opportunities.