Office Operations Specialist

2 weeks ago

Kilkenny, Kilkenny, Ireland beBeeFacilities Full time
Workplace Services Coordinator Job Description

This role is responsible for maintaining a productive and efficient work environment. The Workplace Services Coordinator coordinates assigned office services activities, including day-to-day operations of the offices in the region.

  • Responsibilities:
  • Coordinating day-to-day soft services operations and ensuring office aesthetics are best in class.
  • Reviewing and improving processes to ensure offices are run in a smooth, efficient, organized, and professional way.
  • Maintaining inventory records, reducing wastage as required, and ensuring expenses are aligned with company policies.
  • Coordinating with stakeholders, particularly in event planning, to understand all aspects and ensure each event (both in-house & outside) is managed flawlessly.
  • Coordinating PPM (Planned, Preventative Maintenance).
  • Arranging setup for both internal and external events/meetings as per business requirements.
  • Partnering with global teams (security, legal, HR) to uphold process and policy.
  • Collaborating with global WPS team members to innovate programs enhancing the office experience.
  • Partnering with the global WPS events team to host activities, events, and initiatives.
  • Coordinating with property owners/vendors/contractors to maintain office space standards (cleaning, safety, etc.).
  • Coordinating and acting on Workplace tickets.
  • Supporting and updating the Workplace Services team SharePoint sites.
  • Maintaining office supplies and scheduling servicing in office machines such as copiers and printers, coffee machines, and other equipment.
  • Providing general support to visitors and reception services.
  • Assisting with orientation of new employees to familiarize them with office layout and amenities, including assisting with access control requirements.
  • Completing scheduled audits to ensure general office space and conference rooms are clean and adequately supplied.
  • Assisting with shipping and receiving as needed.
  • Maintaining office signage/posters.
  • Raising and tracking POs and on-time payments according to agreed terms and conditions.
  • Helping manage expenses according to approved budgets and reviewing spend against budgets.
  • Focusing on ESG in coordinating office operations.
  • Ensuring health and safety compliance is upheld.
  • Performing other duties as assigned.
  • Responsible for the day-to-day health and safety of the office.
  • Remotely coordinating office services for the Dublin office.
Requirements

The ideal candidate will have:

  • 5+ years of related experience working in a corporate environment within the office/facilities sector.
  • Ideally be degree-level educated.
  • Advanced proficiency in Microsoft Office Suite (Word, Excel, Outlook, SharePoint, and PowerPoint).
  • Excellent customer service, interpersonal, and communication skills.
  • Efficient work methods and the ability to handle multiple tasks in a fast-paced and challenging environment.
  • Highly organized, independent worker with superior attention to detail.
  • Strong analytical, organizational, and presentation skills.
  • Ability to be a team player with excellent organizational and multitasking abilities.
  • Excellent verbal and written communication skills.

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