Dynamic Workplace Experience Coordinator

2 weeks ago

Dublin, Dublin City, Ireland beBeeWorkplace Full time €40,000 - €60,000
Job Title: Workplace Experience Coordinator

This is a key role within our Dublin office, requiring a proactive and organized individual with strong listening skills and the ability to thrive in a dynamic environment.

  • About the Role:
  • We are seeking a talented Workplace Experience Coordinator to join our team in Dublin.
  • The successful candidate will be responsible for coordinating office maintenance requests, collaborating closely with vendors to ensure timely repairs and upkeep.
  • This includes providing regular status updates on projects and initiatives, managing mail, shipping, and office procurement processes, and organizing office layout and maintaining inventory to optimize space and resources.
  • Vendor Management & Facility Support:
  • The Workplace Experience Coordinator will build and maintain strong relationships with external vendors.
  • Liaise with facility management vendors (e.g., cleaning, catering, security) to ensure smooth office operations.
  • Partner with IT to maintain and support office equipment.
  • Event Planning & Coordination:
  • The coordinator will ensure effective management of Dublin meeting room calendars.
  • Organize offsite events, including travel, catering, AV, and venue logistics.
  • Serve as the main point of contact for internal events, ensuring clear communication with staff throughout planning and execution.
  • Oversee event logistics and budgets, ensuring timely invoicing and alignment with financial guidelines.
  • Team & Employee Support:
  • Build strong relationships with Dublin leadership to foster collaboration and innovation.
  • Partner with HR and Health & Safety teams to update and maintain office policies as needed, ensuring a safe and compliant work environment.
  • Assist in onboarding new hires, including IT setup and office tours, making their first day experience smooth and welcoming.
  • Address employee queries relating to workplace experience, office policies and travel.
  • Provide support to remote employees within Europe.
  • Work within the annual budget, ensuring accurate and timely reporting of expenses.
  • Assist the Workplace Experience Manager with various projects to enhance the hybrid environment.
  • Support the studio with ad-hoc tasks to maintain an efficient and organized workspace.
  • Requirements:
  • 5+ years of experience in Office Management, Administrative Assistance, or Project Management.
  • Friendly, approachable demeanor with a customer-service attitude, ready to support employees and visitors alike.
  • Proficiency in MS Office (Excel, Outlook) and experience with purchasing and expense management systems like Oracle iProcurement.
  • Strong prioritization and workload management skills, with confident decision-making and initiative-taking abilities.
  • Experience conducting surveys and driving process improvement.
  • Comfortable working with a remote manager in a different time zone and building relationships with local leadership.
  • Ability to travel to Canada/USA, potentially for onboarding support.
  • Skilled in capturing meeting minutes and action items.
  • Our Company:
  • We are an equal opportunity employer and value diversity at our company.
  • We do not discriminate on the basis of race, religion, color, national origin, gender, sexual orientation, gender identity, age, marital status, veteran status, or disability status, among other characteristics.

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