Operational Workplace Professional

2 days ago

Dublin, Dublin City, Ireland beBeeCoordinator Full time €45,000 - €55,000
Workplace Experience Coordinator

We are seeking a proactive and organized individual with strong listening skills and the ability to thrive in a dynamic environment.

Key Responsibilities:
  • Coordinate office maintenance requests, collaborating closely with vendors to ensure timely repairs and upkeep.
  • Provide regular status updates on projects and initiatives
  • Manage mail, shipping, and office procurement processes to ensure smooth operations and timely vendor payments.
  • Organize office layout and maintain inventory to optimize space and resources.
  • 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.
  • Ensure effective management of 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.
  • Build strong relationships with 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.
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.

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