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Office Coordinator
1 month ago
Job Purpose Summary We are seeking a solutions focussed and highly origanised Office Coordinator to proactively support the smooth running of our Irish properties and provide remote support to our other sites in Ireland, Europe, USA and China. This role combines traditional office administration and coordination with responsibility for facilities maintenance, workplace safety, and compliance. The ideal candidate will ensure safe, well-maintained, and efficient work environments while proactively supporting office operations, contractor relationships, and health & safety regulations. The ideal candidate will be passionate and driven to deliver exceptional service. The successful individual will have a 'can do' attitude, possesses an abundance of integrity and professionalism along with great communication skills. The role will be based in office at our Kiltimagh site, working closely with other related teams across the business. The successful candidate will be required to travel when required to our other Irish site in Dublin and occasionally to our UK sites. Role Responsibilities Office Administration & Operations: Support the daily operations of the office to ensure efficiency and a productive work environment. Adhere to the implemented office policies and procedures in line with business needs. Coordinate office supplies, equipment, and inventory management. Handle correspondence, record-keeping, and administrative functions. Act as the main point of contact for office-related inquiries and issues. Facilities & Building Maintenance Oversee office maintenance, ensuring a clean, secure, and functional workplace. Manage service contracts for office cleaning, security, and maintenance providers. Ensure meeting rooms, communal areas, and workstations are optimised for employee productivity. Work with building management to address repairs, security issues, and facility upgrades. Support space planning and office moves when required. Security Management Support our overall Security strategy and ensure security measures are actioned. Support business continuity measures, in collaboration with IT. Manage security contractors. Additional Responsibilities Health, Safety & Compliance: Ensure compliance with UK & European Health & Safety at Work Act, Fire Safety Regulations, and other workplace laws. Conduct risk assessments, fire drills, and emergency response planning. Maintain and enforce DSE (Display Screen Equipment) assessments and ergonomic workstation setups. Implement and manage first aid and fire warden training for employees. Keep records of incidents, near-misses, and workplace safety audits. Ensure compliance with security procedures, including access control and visitor management. Contractors Support the management of contracts with third-party vendors for maintenance, catering, office supplies, and security. Negotiate cost-effective solutions while maintaining high service standards. Support the management of office and facilities budgets. Seek value and ensure that our contractors are delivering to scope. HR, IT & Employee Support: Support employee onboarding and desk allocation. Office equipment provision, working closely with our IT team. Address employee concerns related to facilities, safety, and workplace comfort. Assist in organising office events, team activities, and meeting logistics. Support the coordination of the facilities helpdesk. Support communications and content updates on CMS Central our internal communications platform. Weekly Reports Submit bi-weekly report, to capture an update on progress updates, watchouts. Reports must be a fair balance of operational and tactical and should be supported by evidence, ideally data and observations. This list is not exhaustive but is intended to provide an overview of the current key priorities within the business. Some of these priorities may change over time and therefore flexibility is required. Skills & Personal Attributes Education & Experience: Bachelor's degree in Facilities Management, Business Administration, Health & Safety, or related field is preferred, but not essential. 1-2+ years relevant experience is essential. Familiarity with UK, Irish and European workplace regulations a significant plus. Skills & Competencies: Strong organisation and multitasking skills. Knowledge of UK / Irish / European health, safety, and fire safety regulations is desirable, willingness to learn is a must. Proficiency in Microsoft Office Suite (Word, Excel, Outlook, Teams) and office management software. Excellent communication abilities. Ability to manage contractors. Proactive problem-solving and decision-making skills. "Can do" attitude to managing day to day office queries and ensuring office environments are clean and safe. Solutions focussed. Preferred Qualifications: NEBOSH/IOSH certification in Occupational Health & Safety is highly desirable (otherwise willingness to work towards this standard). Previous experience managing facilities in an office setting, as well as warehouse (highly desirable). First Aider, Fire Marshall experience highly desirable, although willingness to qualify once in the role is essential. Work Environment & Benefits: Location: Office-based in Kiltimagh with occasional travel to other sites in Ireland and the UK. Competitive salary (based on experience) + benefits package. Pension scheme, private healthcare, and employee wellness initiatives. Opportunities for professional development and certifications in facilities/safety management. Key Traits CMS believes that a diverse and inclusive workforce enriches and is integral to the success of our company. We value diverse opinions and perspectives, and therefore welcome candidates from all backgrounds including but not limited to, ethnicity, gender, age, nationality, culture, religious beliefs, sexual orientation and neuro-diversity. To be considered for this role you will be redirected to and must complete the application process on our careers page. To start the process, click the Apply button below to Login/Register.
