Operations Manager

Job Title:  Operations Manager

Reporting to: General Manager, Griffith Halls of Residence

Location:  Griffith College Dublin

Job Type: Full-time / Permanent (subject to 6-months probationary period)

Job Summary

The Operations Manager oversees the daily operations of Griffith Halls of Residence, including maintenance, housekeeping, staffing, accommodation readiness, health and safety, and contractor management. The role is responsible for ensuring the smooth transition between academic-year student accommodation and summer short-stay operations, maintaining high standards and supporting the General Manager in the efficient running of GHR. The Operations Manager also deputises for the General Manager when required, within agreed authority.

Key Responsibilities

Operations and Staff Management

- Oversee daily GHR operations, maintenance and housekeeping teams.

- Manage supervisors, staff performance, work schedules and operational priorities.

- Coordinate with Accommodation, Security, Front Desk and other departments.

- Carry out regular property inspections and address operational issues.

- Ensure adequate staffing and service standards throughout the year.

Maintenance and Facilities

- Manage planned preventive maintenance (PPM), reactive repairs and statutory inspections.

- Maintain asset registers, maintenance schedules, service records and certificates.

- Coordinate repairs, refurbishments, equipment servicing and furniture replacements.

- Oversee building services, including heating, electrical, plumbing, ventilation, drainage and access.

- Manage contractors, quotations, purchase orders and approved works.

Housekeeping and Accommodation

- Manage housekeeping standards, cleaning schedules and apartment inspections.

- Coordinate deep cleaning, repairs and room preparation before occupancy.

- Oversee linen, cleaning supplies, equipment and stock management.

- Monitor housekeeping performance, quality and operating costs.

Mercury PMS and Accommodation Planning

- Manage the operational use of Mercury PMS for maintenance, housekeeping and room availability.

- Coordinate apartment allocations, room moves, maintenance holds and accommodation readiness.

- Work with the General Manager and Accommodation Office on room configurations, group zoning and seasonal requirements.

- Ensure accommodation is ready and accurately recorded before release for occupation.

Academic Year and Summer Operations

- Plan and manage transitions between student accommodation and summer short-stay operations.

- Coordinate departures, inspections, cleaning, repairs and accommodation preparation.

- Manage summer staffing requirements, including approximately 30 temporary employees.

- Prepare rosters and coordinate seasonal recruitment, training and operational coverage.

- Ensure accommodation is ready for language schools, short-stay guests and returning students.

Health, Safety and Compliance

- Oversee GHR health and safety procedures, risk assessments and compliance records.

- Coordinate fire safety maintenance, evacuation drills, emergency lighting and fire alarm servicing.

- Manage water hygiene, Legionella controls and other required inspections.

- Ensure contractors follow appropriate safety procedures.

- Maintain incident records and follow up on identified risks and corrective actions.

Building Systems, Utilities and Laundry

- Oversee the Rointe heating management system and solar PV installation.

- Monitor electricity, heating and water consumption and investigate unusual usage.

- Support the General Manager in identifying and progressing opportunities for campus-wide collaboration on utilities, life-safety equipment and sustainability, with GHR’s participation led and coordinated through the General Manager’s office.

- Manage summer laundry operations and the Circuit Laundry service agreement.

- Maintain operational stores, stock levels and equipment.

Projects and Financial Management

- Plan and coordinate maintenance improvements, refurbishments and equipment replacements.

- Assist the General Manager with operational budgets and project planning.

- Review quotations, purchase orders and invoices within approved limits.

- Monitor expenditure, contractor performance and project completion.

- Identify cost-saving and efficiency improvements.

Security, Sustainability and Emergency Planning

- Work with Security on access control, incidents and building safety.

- Support emergency response and business continuity arrangements.

- Represent GHR on the College Sustainability and Crisis Management Committees.

- Coordinate relevant environmental and energy-saving initiatives.

General Manager Cover

- Deputise for the General Manager during agreed absences.

- Oversee daily operations, staffing and urgent operational matters within delegated authority.

- Escalate significant incidents and decisions requiring General Manager approval.

Reporting Responsibilities

Provide regular updates to the General Manager on maintenance, housekeeping, accommodation readiness, staffing, compliance, contractors, operational expenditure and ongoing projects.

Experience and Qualifications

Essential

- Management experience in student accommodation, hospitality, facilities or a similar environment.

- Experience managing maintenance, housekeeping and operational teams.

- Knowledge of health and safety, contractor management and building maintenance.

- Strong organisational, communication, budgeting and problem-solving skills.

- Experience using property management systems and standard office software.

Desirable

- Experience in student accommodation and seasonal operations.

- Knowledge of Mercury PMS, heating controls and building services.

- Relevant qualification in facilities, hospitality, property management or health and safety.

Working Arrangements

The role is based at GHR, Dublin 8. Flexibility may be required during seasonal transitions, busy operational periods and emergencies, including occasional evening or weekend attendance under agreed arrangements.

Responsibility and Authority

The Operations Manager reports directly to the GHR General Manager and works within approved budgets, delegated authority and College policies.

The General Manager retains overall responsibility for strategy, commercial decisions and financial oversight. Statutory duties remain with the relevant legal duty holders.

The role’s operational responsibility is limited to Griffith Halls of Residence. Participation in campus-wide initiatives is coordinated through the GHR General Manager and does not extend the role’s remit to facilities management of the wider Griffith College estate.

About Griffith College

Griffith College is a welcoming, ambitious and people-focused institution where the quality of the working environment is shaped as much by the people as by the purpose. Across our campuses in Dublin, Cork and Limerick, colleagues work in supportive teams where professionalism, mutual respect and collaboration are part of everyday life.

Founded in 1974, Griffith College is Ireland’s largest independent third-level institution, with a community of over 8,000 students across its campuses. The College delivers a broad range of undergraduate, postgraduate and professional programmes across disciplines including business, law, computing, journalism, design and pharmaceutical science.

What sets Griffith apart is not only its commitment to high-quality education, but the culture that underpins it. Staff regularly speak about the strength of the relationships they build here, the trust between colleagues, the willingness to support one another, and the opportunity to contribute to an organisation that has meaningful impact on students from Ireland and internationally, working alongside people who genuinely care about what they do and who they work with.

Our Vision

‘To be recognised among the leading, innovative and socially enterprising of Ireland’s universities”

Why work for Griffith College?

- Competitive salary package

- Access to the College’s pension scheme

- Access to healthcare plans for employees and their families

- Enhanced maternity leave pay

- Flexible working arrangements in line with the College's remote working policy

- Access to ongoing Continuing Professional Development (CPD) programmes, up to Doctorate level

- Subsidised College programmes to support career development and upskilling.

- Opportunities for staff mobility through Erasmus+ and other international mobility programmes

- Mental Health and Wellbeing support available

- Free weekly yoga classes

- Access to onsite fitness equipment

- Availability of green space on campus, accessible to staff for sports and recreational activities

- Cycle to Work scheme (https://www.citizensinformation.ie/en/travel-and-recreation/cycling/cycle-to-work-scheme/)

- Vibrant, multidisciplinary and multicultural learning environment

- Inclusive and diverse community

- Innovative and agile place to work

- Welcoming environment committed to both learner and staff development

- Staff discounts and offers from a wide range of retailers and service providers

- Preferential accommodation rates during the summer period for staff, and for friends and family of staff at Griffith Rooms (https://eur02.safelinks.protection.outlook.com/?url=https%3A%2F%2Fwww.griffithrooms.ie%2F&data=05%7C02%7Cvibhuti.desai%40griffith.ie%7Ce5e6de84ccbf451d420308de59e0970c%7Cbceba7fc937d449bbec8d1cf87b0c6c7%7C0%7C0%7C639047018317447993%7CUnknown%7CTWFpbGZsb3d8eyJFbXB0eU1hcGkiOnRydWUsIlYiOiIwLjAuMDAwMCIsIlAiOiJXaW4zMiIsIkFOIjoiTWFpbCIsIldUIjoyfQ%3D%3D%7C0%7C%7C%7C&sdata=5%2BZLxCwOCwyAGJeoP6VMwIc77aK1dkCH%2Bz7QPmRToOQ%3D&reserved=0)

- Year-round staff social and wellbeing events, including BBQs, coffee mornings, wellness talks, EDI events, and more

- Onsite subsidised restaurant

- Free parking facilities

- Staff Social Club with regular events

This job description is not to be regarded as exclusive or exhaustive. It is intended as an outline of proposed areas of activity and will be amended in the light of the changing environment within the Faculty and the College.

Griffith College is an equal opportunities employer. Candidates must be eligible to work full-time for any employer in Ireland.