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Office Coordinator

4 weeks ago

Cork, Cork, Ireland eSentire Full time
Overview

Office Coordinator (Fixed Term 1-Year Contract) at eSentire. The Cork office serves as eSentire's European Headquarters and a Service Delivery Centre of Excellence, with a team including Security Operations Centre (SOC), Threat Response Unit, Support Centre, Customer Success and Systems teams. The role is a fixed-term contract commencing October 2025 and ending September 2026, based in the Cork office five days per week (Monday to Friday).

Core Responsibilities
  • Welcoming, screening and managing all inbound visitors, ensuring the enforcement of strict physical office security policies and procedures including electronic registration of each visitor.
  • Managing regular office supplies (food/drink, stationery); collaborating with suppliers to manage order volumes and receive and check incoming deliveries.
  • Collaborating with external office contractors and suppliers to ensure all office cleaning, repairs and building maintenance needs are addressed (electrical work, building repair, cooling/heating, waste management, catering and cleaning).
  • Managing recurring office maintenance inspections (elevator, fire equipment, backup generator); collaborate with relevant external contractors and act on items highlighted in maintenance reports.
  • Receiving quotations and invoices from suppliers, raising purchase requests, and liaising with finance and global facilities teams for office operations and capital expenditure.
  • Managing office expense reports and receipts, including petty cash.
  • Performing routine weekly tasks such as stocking drink fridges, refilling coffee and tidying kitchen and cafeteria spaces.
  • Assisting with coordinator tasks for the Security Operations Centre (SOC) team in Ireland, including:
    • Tracking and approving employee time off in adherence with minimum staffing guidelines.
    • Managing scheduling shortages and overtime.
    • Tracking, monitoring, and reporting illness, vacation, leaves, and other absences.
    • Submitting payroll timesheets.
    • Collaborating with local SOC Leadership on administrative tasks.
    Other Responsibilities
    • Providing executive assistant support to local Cork leadership with miscellaneous tasks as required (e.g., travel arrangements).
    • Assisting with compliance of health and safety regulations, which may require participation in the Global Joint Health and Safety Committee.
    • Performing other duties relevant to the position, as assigned.
    Skills/Requirements
    • 3+ years of experience in an administrative role.
    • Experience with office or facilities management, including working with suppliers and contractors; strong knowledge of office procedures and practices.
    • Solid computer skills, with proficiency in the Microsoft Office Suite (Outlook, Word, Excel).
    • Experience using Finance applications for managing expenses and purchase requests (e.g., SAP Concur, NetSuite) would be beneficial.
    • Aptitude to learn new computer applications relevant to the role is essential.
    • Strong written and verbal communication skills with all levels of the organization.
    • Keen attention to detail and exceptional organizational and time management skills.
    • Resourceful and flexible, with initiative and autonomy in task execution. First Aid skills and/or certificates are assets.
    • Must be available to work from the Cork office five days per week (on-site position, no remote option).
    Our Culture and Values

At eSentire we work in a collaborative and innovative environment. We welcome diverse perspectives and believe that diversity, mutual respect, and inclusivity make us stronger. If you're enthusiastic about this opportunity but don't meet every qualification, we encourage you to apply anyway.

Total Rewards

We offer comprehensive benefits tailored to support well-being, including health benefits, a flexible vacation plan, and participation in the company-wide equity program.

Accommodation

If you have accessibility requirements during the recruitment process, please reach out to our HR team at talentacquisition@esentire.com. Accommodations will be addressed on request. Our recruitment process uses corporate @esentire.com addresses for correspondence.

Designation Details
  • Seniority level: Mid-Senior level
  • Employment type: Contract
  • Job function: Administrative
  • Industries: Computer and Network Security

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