Secretarial & Admin

Office Co-Ordinator (part-time) – Dublin

  • Contract
  • Dublin City Centre, County Dublin, Ireland
  • 41989643

The Role

PE Global are recruiting for an Office Co-Ordinator for our client based in Dublin CC. This is a 6-month contract role. (part-time 9am-2pm)

Job Responsibilities

  • Manage incoming and outgoing post and couriers; Sign for deliveries and distribute around the office; order and arrange transport for WFH/IT equipment for new starters and leavers 
  • Support with inventory control of general office supplies by ordering and responding to specific supply requests within a pre-approved budget. 
  • Manage staff locker and pedestal allocation, keys, and maintenance. 
  • Monitor the car park allocation and manage the flexible/bookable spaces. 
  • Manage stationary requirements for the office to ensure adequate supplies in line with procurement guidelines. 
  • Oversee and manage kitchen amenities (restock tea/coffee, cleaning, and kitchen utensil requirements) 
  • Liaise with IT to set-up and maintain conference/meeting rooms for key events. 
  • Resolve issues with meeting rooms and offices, ensuring facilities are fully functional, and log issues with appropriate facilities services providers, monitor catering provision/client dining, liaising with contract caterers and clients where necessary. 
  • Monitor and maintain office procedures and administrative systems. 
  • Main point of contact to meet and greet visitors/clients and monitor ID badge protocols including booking visitors in with building security  
  • Support meetings with internal and external stakeholders including room set up, catering requirements and other associated requirements  
  • Maintain the condition of the office, ensure equipment is in good working order, and arrange for any necessary repairs and regular maintenance  
  • Act as main point of contact for internal facility related matters registered on external facility Issue notification system. 
  • Support all needs, problems and changes relating to the building and building related services and ensure a speedy resolution to any queries that arise. 
  • Coordinate daily/weekly/monthly cleaning provision liaising with contractors. 
  • Ensure that office meets government regulations and environmental, health and security standards. 
  • Assist with monthly office walkabout, monitor, and report on H&S checklist. 
  • Support maintenance of up-to-date office floor plans and associated documentation. 
  • Encourage and communicate expectations around office cleanliness- hot desk booking system, “clean desk policy”; plan regular office tidy-ups, keeping fire escape routes clear etc. 
  • Arrange any required works with the necessary contractors (planned and unplanned works)  
  • Act as the first point of contact for the landlord/building management on facilities matters – ensure any issues are dealt with effectively. 
  • Coordinate and liaise with external contractors/building management representatives and organise proactive maintenance to prevent issues occurring. 
  • Be first point of contact for our neighbouring tenants on building related matters. 
  • Attend any external meetings with the landlord and other tenants of Three Park Place and keep updated on building related matters. 
  • Support HR&OD with the effective planning and organisation of seating arrangements/desk moves etc. 
  • Assist with other work-related duties that may arise as part of the general working of the office. 
  • Play a proactive role and support Health & Safety initiatives and activities and Green Team activities.  

Education and Experience

  • 1 year minimum of relevant experience working within office/facilities management. 
  • Ability to work on own initiative and to take ownership of the role. 
  • An understanding of Health and Safety policy & practice in an office environment desirable. 
  • Good interpersonal skills with the ability to communicate verbally and in writing to a variety of stakeholders. 
  • Good IT skills, knowledge of and the ability to quickly learn.  MS Office packages will be required. 
  • Ability to implement procedures in a fast-paced and evolving environment. 
  • Experience of setting up meeting logistics. 
  • Ability to coordinate multiple events, tasks and responsibilities and remain calm under pressure. 
  • Ability to respond quickly and calmly to problems and transmit confidence and professionalism. 
  • A professional and enthusiastic attitude and friendly disposition. 
  • The ability to deal with confidential data.

Interested candidates should submit an updated CV.

Please click the link below to apply, or alternatively send an up-to-date CV

***Please note our client cannot assist with any visa sponsorship and candidates must have the correct visa to live and work in Ireland****

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