Office Operations Manager

2 weeks ago

Cork, Cork, Ireland beBeeAdministrative Full time €40,000 - €50,000
Office Coordinator

Overview of the Role

The Office Coordinator serves as a key member of our European Headquarters and Service Delivery Centre of Excellence, encompassing our Security Operations Centre (SOC), Threat Response Unit, Support Centre, Customer Success and Systems teams with a headcount of approximately 50 individuals. The office operates as a base for teams in Ireland, with scheduled in-office days on Tuesdays/Wednesdays/Thursdays, with team members working between 6:00 am and 11:00 pm.

Responsibilities
  • Welcoming and managing all inbound visitors, ensuring the enforcement of strict physical office security policies and procedures including electronic registration of each visitor.
  • Managing regular office supplies, including food/drink and stationery. Collaborating with suppliers to manage order volumes and receive and check incoming deliveries.
  • Collaborating directly with external office contractors and suppliers to ensure all office cleaning, repairs and building maintenance needs are addressed. This includes electrical work, building repair, cooling/heating, waste management, catering and cleaning.
  • Managing recurring office maintenance inspections, including elevator, fire equipment and backup generator, collaborating with relevant external contractors; acting on any items highlighted in maintenance reports.
  • Receiving quotations and invoices from suppliers, raising purchase requests, and liaising with our finance and global facilities teams for office operational and capital expenditure.
  • Managing office expense reports and receipts, including petty cash.
  • Being responsible for routine weekly tasks such as filling drink fridges, refilling coffee and tidying kitchens and cafeteria spaces.
Assistant SOC Team
  • Tracking and approving employee time off in adherence with minimum staffing guidelines.
  • Managing scheduling shortages and overtime.
  • Tracking, monitoring, and reporting illness, vacation, leaves, and any other absences.
  • Submitting payroll timesheets.
  • Collaborating with local SOC Leadership on various administrative tasks.
Additional Responsibilities
  • Providing executive assistant support to local leadership with miscellaneous tasks as required, such as making travel arrangements.
  • Assisting with compliance of health and safety regulations which may require participation in the Global Joint Health and Safety Committee.
  • Performing other duties relevant to the position, as assigned.
Requirements
  • At least three years of experience in an administrative role.
  • Experience with office or facilities management, including working with suppliers and contractors, with strong knowledge of office procedures and practices.
  • Solid computer skills, with proficiency in the Microsoft Office Suite (Outlook, Word, Excel).
  • Experience using Finance applications for managing expenses and purchase requests would be beneficial.
  • Aptitude to learn new computer applications relevant to the role is essential.
  • Strong written and verbal skills to communicate with all levels of the organization.
  • Keen attention to detail and exceptional organisational and time management skills.
  • Resourceful and flexible, demonstrating initiative and autonomy in task execution. First Aid skills and/or certificates are considered assets.
  • Must be available to work from our Cork office five days per week.

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