Office Manager

About the role
We are seeking a highly skilled and motivated Office Manager to join our team. The initial role first and foremost is to take control of administrative tasks around the office in HQ, Fitzwilliam Square in Dublin. The individual will take over responsibilities still being performed for the most part by the Chief Executives of the business. The individual will work very closely with the Chief Executives managing their movements and channels across the business. This access will open avenues to a progressive and realistic career path not typically available in larger corporate businesses, where the individual will have the foresight and vision within the business plan to adapt their responsibilities and focus their career path in future as the business scales. Because you will work closely with the company Board, our core requirement for the role are:

Versatile

Focused and friendly personality

Good Communicator

High quality of work ethic

Technically very strong

Ability to manage heavy workload

Below is a detailed breakdown of some of the Roles & Responsibilities required for the position within the business:

Office Admin

Manage Reception calls & emails

Manage all office deliveries

Manage all office & inventory purchase orders

Communications to All Staff

Organising internal staff meetings

Onboarding/offboarding staff

Managing office services contracts (cleaning/shopping/security etc)

Manage staff events

Manage all office utilities and subscriptions

Chief Executives Personal Assistance

Manage Diaries of Chief Executives

Manage Chief Executive travel itinerary

Manage calls & emails of Chief Executives

Record and minutes of meetings for Chief Executives

Preparation of Chief Executives concepts for brochures & reports with marketing team

Assist Chief Executives Identifying requirements for new business locations (visas, company structure, legal requirements)

CRM

Daily management of tasks in CRM for Chief Executives

Management of contacts and leads for Chief Executives

Cold calling & introduction mailing potential clients for Chief Executives

Arranging meetings for Chief Executives

Encouraging use of CRM Daily to wider team

CRM Training and maintenance

Recruitment

Manage organisation hiring tracker

Align closely with Chief Executives budget plans for recruiting staff

Manage staff onboarding process and itinerary requirements

HR

Manage template contracts and renewals

Manage company Healthcare & pension plans

Manage and maintain company policies

Implement company culture and facilitate employee engagement and relations

Financials

Manage all company purchase orders

Procure all company office supplies

Procure all company software subscriptions

Procure and manage all company leases, equipment purchase hire and rent

Manage company third party financial management services

Oversee company invoice payments and chase outstanding payments

Marketing

Liaise with Marketing Communications team to build and develop digital content internal newsletters

Create training, resources, and governance to enable engagement programs across the business

Managing, developing & analysing GagaMuller’s website

Maintaining a network of media contacts and building ongoing relationships with key influencers in the industry

Assisting with the design and creation of monthly & yearly communications report

Manage template contracts and renewals

Manage company healthcare & pension plans

Manage and maintain company policies

Implement company culture and facilitate employee engagement and relations

IT Support

Management & allocation of all Subscriptions across the business

Management and maintenance of internal company intranet portal

Management and allocation of all company Inventory and equipment

Admin Office 365 with onboarding new staff emails and account set up

Develop, maintain & Review company folder structures and organisations layout for documentation and communication.

R&D

Identify and apply for funding and grants available for start-ups in Enterprise Ireland and others

Maintain funding tracker and update board on progress

Manage claims and timesheets for Disruptive Innovation Technology Fund which GagaMuller Group have secured

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