This list contains only the countries for which job offers have been published in the selected language (e.g., in the French version, only job offers written in French are displayed, and in the English version, only those in English).
You will serve as the first point of contact for Facilities in the Dublin office as well as a point of contact for day-to-day operations throughout making you a vital member of the Real Estate & Facilities Team. Professionally manage the operational & facility needs of Dublin and be the first point of contact for any issues for the office. Your day-to-day duties will include office/facilities management, operational administrative tasks, data management, budget management, creating and implementing office policies & procedures and assisting with key operational initiatives such as office expansions, moves & integrations. A key responsibility will be managing the reception desk and assisting staff with daily tasks. The ideal team player will be a highly operative, effective, productive professional, capable of working under pressure whilst multitasking and prioritizing in a fast-paced corporate environment.
Job Responsibility:
Manage any issues that arise at reception
Ensure meeting room calendars are prepared with no conflicts & required catering is arranged
Ensure meeting rooms are set up, tidy and catering is arranged
Act as reception coverage when office coordinator is out of office or on lunch
Maintain office security by following safety procedures and controlling access via the reception desk
Provide operational administration support for vendor documentation
Ensure accurate recording and processing of all invoices
Assist on key operational initiatives such as office expansions, moves & integrations
Assist with space planning, coordinating desk moves and maintaining seating plans
Assist in keeping Health & safety guidelines up to date
Create, implement, and keep up to date office policies & procedures
Roll out new initiatives, reports, and processes
Carry out daily / weekly building inspections
Maintain a Facilities Contract Register
Involvement in part-taking and co-ordination of in-house events
Ensure snacks and stationery is ordered and stocked
Actively question methods and processes to ensure streamlining and globalising processes
Take on additional duties as and when required including covering for colleagues
Ability to travel to other office within Ireland if required
Requirements:
Proficient in MS Office
Experience with CRM platform & managing invoices through finance platform Yooz or similar software packages
Written and spoken English as a Mother tongue
Ability to write routine reports and correspondence