DCCI is looking for a Facilities Co-Ordinator to join our team.

• Job Title: Facilities Co-Ordinator
• Process Team: Operations Team
• Location: Design & Crafts Council Ireland, Castle Yard, Kilkenny and DCCIA, Thomastown, Co. Kilkenny.
• Reporting To: Head of Operations

Interested candidates are requested to send their Cover Letter and Curriculum Vitae by e-mail to [email protected]. Please title the email: Facilities Co-Ordinator

Role Purpose

The facilities Coordinator is responsible for the safe, efficient and well-maintained operation of DCCI’s locations across Thomastown and Kilkenny, including the School of Jewellery, the School of Ceramics, and the Head Office in Kilkenny.

The role is primarily based in Thomastown, with regular travel to Kilkenny to support head office operational and facilities requirements. The position ensures that DCCI’s learning, workshops, administrative environments and head office remain safe, compliant, functional and welcoming for staff, tutors, learners, visiting tutors and external stakeholders.

The role combines facilities operations, workshop and equipment maintenance, contractor management, health & safety compliance, procurement, event support and general site services across all DCCI buildings.

Key Responsibilities

1. Multi-Site Facilities Operations

Provide daily operational oversight of all DCCI locations in Thomastown and Kilkenny.

Conduct regular inspections of buildings, workshops, studios, offices, external areas and grounds to identify maintenance needs, operational risks and safety concerns.

Coordinate and oversee general building maintenance, cleaning, waste management, office supplies and upkeep across all sites.

Ensure all facilities are safe, clean, functional and presented to a high standard at all times.

Manage building access, security systems, alarms, doors, keys, locks and access codes across all sites.

Act as the primary point of contact for all building security matters by liaising with security monitoring providers, keyholding services, alarm contractors and locksmiths.

Monitor and coordinate servicing of heating, ventilation, extraction systems, drinking water dispensers and environmental controls to maintain safe workshop and office conditions.

Organise confidential paper shredding collections and ensure secure disposal procedures are followed.

Maintain external storage areas and keep accurate inventories of stored equipment, craft materials, archive files, office furniture and related items.

Carry out light external maintenance duties to ensure building entrances and surrounding areas remain clean, safe and tidy.

Liaise with relevant external bodies regarding building, maintenance and external facilities matters.

2. Specialist Workshop & Equipment Maintenance (Thomastown)

School of Jewellery

• Coordinate maintenance and servicing of specialist jewellery equipment including:

1. Torches and gas lines
2. Extraction and ventilation systems
3. Polishing motors
4. Rolling mills
5. Ultrasonic cleaners
6. Casting equipment
7. Bench tools and related workshop machinery

• Ensure the safe operation and maintenance of soldering stations, flammable material storage and specialist workshop systems.

School of Ceramics

• Oversee maintenance and servicing of ceramics equipment including:

1. Kilns
2. Glaze room systems
3. Extraction systems
4. Clay mixers
5. Pugmills
6. Drying areas and associated equipment

• Monitor kiln logs, firing schedules, servicing requirements and workshop safety checks.

Shared Workshop Responsibilities

• Develop and implement preventative maintenance schedules for all specialist equipment, tools and building systems.
• Respond promptly to reactive maintenance issues to minimise disruption to teaching, studio and administrative activity.
• Supervise maintenance contractors and service engineers while onsite.
• Maintain accurate asset registers of all DCCI equipment, maintenance records, workshop documentation and equipment condition reports.
• Ensure workshop environments remain safe, compliant and operational for tutors, learners and visiting makers.

3. Head Office Facilities Management (Kilkenny)

• Oversee the day-to-day facilities operation of the Kilkenny Head Office.
• Coordinate office maintenance, cleaning, waste management and upkeep of office equipment and furniture.
• Support staff with facilities-related requests, minor repairs, office moves and meeting room setups.
• Organise room layouts and facilities requirements for meetings, events, workshops and stakeholder engagements.
• Ensure kitchens and communal areas are fully stocked with tea, coffee, crockery, cutlery and other consumables.
• Ensure the Head Office environment remains safe, welcoming and well-presented for staff and visitors.

4. Contractor, Procurement & Vendor Management

• Source, brief, coordinate and supervise contractors across all sites including:

1. Electrical
2. Plumbing
3. Security
4. Cleaning
5. Waste management
6. Kiln servicing
7. Gas systems
8. Extraction systems
9. Painting and refurbishment works
10. General maintenance and repairs

• Negotiate, manage and monitor contractor performance and service agreements to ensure quality and value for money.
• Ensure all contractors comply with DCCI health & safety procedures and site access protocols.
• Obtain quotations, support procurement processes and raise purchase requests as required.
• Manage annual service contracts for specialist equipment and building systems.
• Assist with facilities budgeting, cost control and expenditure monitoring.

5. Refurbishment, Space Planning & Programme Support

• Coordinate and supervise refurbishment and improvement projects including painting, carpeting, office upgrades and workspace improvements.
• Support space planning, workshop layouts, furniture moves and equipment relocation across all sites.
• Coordinate facilities support for exhibitions, open days, short courses, masterclasses, meetings and public events.
• Ensure workshop, classroom and meeting spaces are appropriately configured and operational for programmes and events.
• Promote sustainable work practices including recycling, energy efficiency, responsible materials handling and waste reduction initiatives.

6. Health, Safety & Compliance

• Act as the lead Health & Safety Officer for DCCI facilities in accordance with statutory regulations and organisational policies.
• Ensure compliance with all relevant health & safety legislation and regulatory requirements, including:

1. Fire safety
2. Emergency lighting
3. Gas safety
4. Kiln safety
5. Workshop and machinery safety
6. Extraction and ventilation systems
7. First aid and emergency response requirements

• Conduct and maintain risk assessments for workshops, machinery, equipment and building operations.
• Coordinate and maintain fire safety systems including:

1. Fire alarms and testing
2. Fire drills
3. Emergency evacuation procedures
4. Fire extinguishers
5. Fire registers and documentation

• Work closely with designated Fire Wardens and external safety providers.
• Ensure all fire exits, corridors and emergency access routes remain clear and compliant at all times.
• Maintain the Fire and General Safety Registers, including records of:

1. Safety training
2. Fire drills and tests
3. Equipment servicing
4. Incidents and accidents
5. Contractor safety documentation

• Investigate and report all occupational accidents, incidents and near misses.
• Liaise with HR regarding workplace accidents, injuries, occupational illness and related absenteeism matters.
• Coordinate health & safety training, inductions and emergency procedures for staff, tutors, learners and contractors.
• Ensure safe handling and storage of chemicals, glazes, fuels, metals and workshop materials.
• Maintain first aid supplies and coordinate servicing of emergency response equipment including defibrillators.
• Maintain first aid certification and attend refresher training as required.

7. Administration, Reporting & Sustainability

• Maintain accurate records relating to:

1. Maintenance activities
2. Equipment servicing
3. Site inspections
4. Contractor works
5. Compliance documentation
6. Asset inventories
7. Health & safety records

• Support annual facilities and maintenance budget planning.
• Monitor facilities expenditure and support cost-control initiatives.
• Provide regular operational updates on maintenance priorities, compliance issues, risks and ongoing projects.
• Order office supplies, cleaning materials, workshop consumables and related operational stock, ensuring adequate inventory levels are maintained.

Person Specification

Skills & Experience

Essential

• Experience in facilities coordination, facilities management or building operations across multiple sites.
• Strong knowledge of health & safety legislation and compliance requirements.
• Experience managing maintenance operations within workshop, technical, educational or studio environments.
• Experience coordinating contractors, service providers and procurement activities.
• Strong organisational, communication and problem-solving skills.
• Ability to work independently and manage multiple priorities across different locations.
• Comfortable working in practical, hands-on workshop and facilities environments.
• Ability to travel regularly between Thomastown and Kilkenny.

Desirable

• Experience within craft, education, technical or creative workshop environments.
• Familiarity with kilns, extraction systems, gas systems and specialist workshop equipment.
• Experience managing refurbishment or building improvement projects.
• Knowledge of sustainability and energy management practices.
• Qualified First Aider or willingness to undertake training.
• Full clean driving licence.

Personal Attributes

• Proactive, dependable and solutions-focused.
• Practical and hands-on approach to facilities management.
• Strong attention to detail and commitment to safety standards.
• Collaborative and service-oriented, with the ability to support staff, tutors, learners and visitors effectively.
• Comfortable working independently across multiple buildings and operational environments.
• Flexible and responsive to operational priorities and ad-hoc facilities requirements.

Reporting Structure

• Reports to: Head of Operations
• Works closely with:
• Head of Education & Craft
• Tutors and Education Team
• Finance and HR teams
• External contractors and service providers
• Relevant external stakeholders

Interested candidates are requested to send their Cover Letter and Curriculum Vitae by e-mail to [email protected]. Please title the email: Facilities Co-Ordinator