Facilities & Office Co-Ordinator [Urgent]

4 weeks ago

Dublin, Ireland Codec Azure Full time

Facilities & Office Co-Ordinator

Department: Operations

Employment Type: Part Time

Location: Dublin

We’re looking for an organised, proactive, and resourceful Facilities & Office Co-ordinator to keep our workplace running smoothly and our teams supported. In this pivotal role, you’ll be the go-to person for day-to-day office operations, ensuring our environment is safe, functional, and welcoming. From managing facilities maintenance and supplier relationships to coordinating office logistics and creating a positive employee experience, you’ll play a central part in shaping how our people work and feel at work. You will also work directly with our Senior Leadership team to ensure they have what they need. If you thrive on variety, problem-solving, and making sure nothing slips through the cracks, we’d love to hear from you.

This is a part-time role (4 day week). Onsite in Hyde House office required.

Key Responsibilities

Office Management

- Co-ordination of daily office operations and procedures.
- Coordinate security/access and other office services.
- Coordinate with vendors and service providers for office supplies, equipment, and services.

Facilities

- Maintaining the office condition and arranging necessary repairs and work with our insurers on required certificates etc.
- Manage relationships with service providers for cleaning, security and other facility related needs.
- Conduct daily checks of the facilities to identify and resolve issues proactively.
- Manage and schedule odd jobs to be done quickly and efficiently to ensure our building looks the best It can for our people and our customers.

Health & Safety

- Act as Codec Health & Safety officer.
- Organize fire drills and other emergency procedures.
- Maintain records of inspections, certifications, and safety-related training.
- Ensuring the office and building facilities meet health and safety regulation standards

Administrative Support

- Assist in organising company events.
- Other ad hoc duties as required such as assisting CEO & Chairman on occasional personal items as required. This may vary and this role required flexibility and a can do attitude.

Skills, Knowledge and Expertise

- Experience In facilities/office management experience supporting and working at senior executive level.
- Ability to build relationships with and work as part of a team, ensuring seamless service to the company and clients.
- Ability to work with senior management and build trust.
- Meticulous attention to detail and ability to follow up on projects to ensure successful completion on time.
- A strong, confident communicator with both excellent written and oral communications skills, with the ability to interact with senior management and clients.
- Confident in exercising own judgement and make decisions to prioritise, challenge, negotiate and influence.
- Capable of working on own initiative and is resilient to the challenges of a busy and varied workload.
- Proficiency in MS Office (Word, Power Point and Excel).

Additional requirements include being customer focused, dependable and detailed oriented, trustworthy and loyal, ability to thrive in a fast-paced work environment, flexibility and adaptability, excellent attention to detail, possessing a positive attitude, and a strong work ethic.

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