Efficient Office Administrator

2 weeks ago

Cork, Cork, Ireland beBeeOfficeCoordinator Full time €42,000 - €52,000
About the Office Coordinator Role

We are seeking a highly organized and detail-oriented individual to fill the position of Office Coordinator.

Core Responsibilities:
  • Welcome, screen, and manage all inbound visitors, ensuring strict physical office security policies and procedures are enforced, including electronic registration of each visitor.
  • Manage regular office supplies, including food/drink and stationery, by collaborating with suppliers to manage order volumes and receive and check incoming deliveries.
  • Collaborate directly with external office contractors and suppliers to ensure all office cleaning, repairs, and building maintenance needs are addressed, including electrical work, building repair, cooling/heating, waste management, catering, and cleaning.
  • Manage recurring office maintenance inspections, including elevator, fire equipment, and backup generator, by collaborating with relevant external contractors and acting on any items highlighted in maintenance reports.
  • Receive quotations and invoices from suppliers, raise purchase requests, and liaise with our finance and global facilities teams for office operational and capital expenditure.
  • Manage office expense reports and receipts, including petty cash.
Additional Responsibilities:
  • Assist with coordinator tasks for our Security Operations Centre (SOC) team in Ireland, including:
    • 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.
  • Provide executive assistant support to local Cork leadership with miscellaneous tasks as required, such as making travel arrangements.
  • Assist with compliance of health and safety regulations which may require participation in the Global Joint Health and Safety Committee.
Requirements:
  • A minimum of 3 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 (e.g. SAP Concur, NetSuite) 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.

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