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Office Manager Maternity Contract

2 months ago

Dublin, Ireland Recruitment Plus Full time

Office Manager Maternity Contract Office BasedDublin South Salary: Depending on experience The Opportunity: We have a fantastic opportunity for an Office Manager to join the People Success Team for our client, covering maternity leave. The successful candidate will be part of a high-challenge, high support team while ensuring the smooth running of the office. You will need to bring a highly collaborative way of working and a drive to get the work implemented and communicated. You must demonstrate passion for always delivering a high-quality employee experience. The skills and experience you will bring: The successful candidate must have at least 5-10 yearsprevious experience working in a busy office environment. Experience in supporting a senior management team is required. Health and safety experience required. Adaptable and Flexible under pressure while maintaining a calm approach. High degree of initiative, discretion, and confidence with the ability to pick things up quickly. Excellent communication and interpersonal skills with a proven ability to interact at a senior management level. Advanced Microsoft Office skills in particular Word, Excel and Power Point and the ability to research and learn new technology as required. High tolerance for fast pace, change and ambiguity. High attention to detail and concern for order and quality, providing a highly structured and organized approach. Ability to work effectively in a geographically dispersed team. Well presented, well-spoken and able to represent the company in a personable and friendly manner, upbeat and positive with high energy. Strategically minded, with a forward-thinking approach. You must be highly organised with excellent communication skills. Focused with the ability to work in a fast-paced environment. You must have the ability to work on your own initiative, take ownership of tasks and be accountable. How you will make a difference: Office Management responsibilities: Working closely with all colleagues to ensure the smooth running of the office environment to a very high standard. Directing, coordinating, and planning essential central services such as reception, security, maintenance, mail, archiving, cleaning, waste disposal, including E-waste and recycling. Managing ordering for the office including stationary, catering, ad hoc as required. Provide visitors to the office with support and guidance in line with company core values. Calculating and comparing costs for required goods or services to achieve maximum value for money. Processing invoices and managing office budgets. Implementing and maintaining procedures/office administrative systems. Organising office and process induction for new employees. Managing new phone connections for new hires, maintaining a detailed spreadsheet, working with IT to ensure relevant hardware is arranged, liaising with account manager to ensure needs are met and costs under control. Managing the in-house travel system for all colleagues; liaising with travel company on best rates, generating purchase orders, maintaining confidential travel profile forms for colleagues. Generating POs on Jira software for any payments required for colleagues. Ordering all weekly lunches for colleagues, working with vendors to ensure budgets are kept, also arranging catering for internal and external meetings. Ordering weekly pantry and kitchen order. Over seeing any issues with the overseas office, managing post and other ad hoc items that may arise. Social Committee: setting regular meetings with the team to drive social events for colleagues, aligning with HR to arrange wellness days, birthdays and anniversaries. Planning Summer and Christmas events and in-house events, all while keeping within budget. PA responsibilities: Arranging meetings; off-site, on-site and virtually. Preparing letters, presentations, and reports for the executive team while practicing strict confidentiality. Attending meetings with senior management and noting action points. Managing company events and external conferences; arranging accommodation and registrations. Responsible for managing all aspects of travel arrangements for the CEO and C-Suite, including flight bookings, accommodations on a regular basis. Dealing with correspondence, complaints, and queries on behalf of the executive team. Managing travel calendar for Exec team. Collating expenses for CFO + CEO. Other ad-hoc research projects and administrative needs such as arranging team building/away days, dinners, catering setup for in-house meetings with external clients/shareholders. Facilities responsibilities: Working closely with internal stakeholders to ensure the successful coordination and management of contractor work, minimising disruption to colleagues while work is ongoing. Managing the aesthetics of the office: cleaners, lighting etc. Ensuring best allocation and utilisation of space and resources for our colleagues. Responding appropriately to emergencies or urgent issues as they arise and dealing with the consequences. Manage carparking allocation. Roll out of hot desk system via Zoom workplace system for all colleagues. Manage office alarm, maintaining a strictly confidential list of codes, sending relevant code to new hires and team leads. Acting point of contact for vendor for any issues that may arise. Managing in-house cleanersduties; ad hoc cleaning, boardroom setups and any facilities issues that need attention. Liaising with building managers and landlord for any issues regarding fire alarm tests, car parking, office works and other ad hoc items. Liaising with the building campus on events open to colleagues, new openings within the campus and offerings to colleagues. Sourcing vendors for Swag offerings, negotiating on costing, working with the in-house Design team to ensure brand guidelines are met. Liaising with a number of different hotels and negotiating on best rates for colleaguesaccommodation. Health and Safety responsibilities: Ensuring the building meets health and safety requirements and that facilities comply with legislation. Ensuring that health and safety policies are up to date. Ensuring the security and safety of all colleagues and guests by continually assessing risks internally and externally. One on one new hire risk assessments. Liaising with vendors regarding callouts and services. Event planning: arranging hotel and transfers for board members, arranging catering for office event and entertainment, planning dinners for group including payment, participation in weekly meetings to ensure deadlines are met. For more information please send your CV to Carol Cantwell in confidence through the link. If you are living in Ireland and hold a VALID WORK PERMIT, please feel free to contact us directly. However, if you do not hold a valid work permit unfortunately we will not be in a position to assist you with your job search. Recruitment Plus is not in a position to respond to each individual application due to the high volume of submissions. We will only contact those candidates whose CV matches the criteria for the vacancy. Thank you for your patience. For details on our privacy policy please click here: Skills: Office Manager Advanced Microsoft Office Word, Excel and Power Point