Administrative Coordinator

2 days ago

Cork, Cork, Ireland beBeeOffice Full time €39,520 - €54,152
Job Description

The Cork office is the European Headquarters and a Service Delivery Centre of Excellence for our organization, housing various teams including Security Operations Centre (SOC), Threat Response Unit, Support Centre, Customer Success and Systems.

This role ensures strict physical office security policies and procedures are enforced. The coordinator will manage regular office supplies, collaborate with suppliers to manage order volumes, receive and check incoming deliveries. They will also coordinate with external contractors and suppliers to address all office cleaning, repairs and building maintenance needs.

Responsibilities
  • Enforce office security policies and procedures ensuring a secure work environment.
  • Manage regular office supplies, order quantities and ensure timely receipt of deliveries.
  • Coordinate with external contractors and suppliers for office cleaning, repairs and maintenance.
  • Oversee recurring office inspections, collaborate with external contractors and act on items highlighted in inspection reports.
  • Process quotations and invoices from suppliers, raise purchase requests, and liaise with finance and global facilities teams.
  • Manage office expense reports and receipts, including petty cash.
  • Perform routine weekly tasks such as stocking drink fridges, refilling coffee and tidying kitchen spaces.
Additional Responsibilities
  • Assist the Security Operations Centre (SOC) team in Ireland with coordinator tasks including:
    • Tracking and approving employee time off, adhering to minimum staffing guidelines.
    • Managing scheduling shortages and overtime.
    • Tracking, monitoring, and reporting illness, vacation, leaves, and other absences.
    • Submitting payroll timesheets.
  • Provide executive assistant support to local leadership with miscellaneous tasks as required.
  • Support compliance of health and safety regulations, participating in the Global Joint Health and Safety Committee if necessary.
  • Complete other duties relevant to the position as assigned.
Requirements
  • Minimum 3 years of experience in an administrative role.
  • Experience with office or facilities management, strong knowledge of office procedures and practices.
  • Solid computer skills, proficiency in Microsoft Office Suite.
  • Proficiency in using Finance applications for managing expenses and purchase requests is beneficial.
  • Aptitude to learn new computer applications is essential.
  • Strong written and verbal communication skills with all levels of the organization.
  • Keen attention to detail, exceptional organizational and time management skills.
  • Resourceful and flexible, with initiative and autonomy in task execution.

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