Senior Office Coordinator

1 month ago

Dublin, Ireland Mitie Full time

Senior Officer Coordinator

Contract type Permanent Full Time


About Mitie

Mitie provides a wide range of facilities management (FM) services across Ireland, Europe, and the UK. These are delivered as integrated FM contracts, in bundles or as single services, depending on client requirements. Our service areas include technical services, energy and building services, cleaning, security, front of house and consultancy.

 

We work with a wide range of private and public clients to create great work environments, which resulted in Mitie winning 4 awards in the 2023 Facilities Management Awards, including Total FM Service Provider for the third year in a row. We have also won 3 awards in the Workplace Excellent awards in 2023 - Best in CSR, Manager/Leader of the Year, Excellence in Learning & Development - over 1,000 employees.

 

Mitie have been awarded the IBEC Keep Well Mark in 2021, 2022 and 2023 for our commitment to employee wellbeing and we have also been named in the Top 100 Employers for Wellbeing in Ireland for two years in a row. We are proud of our diverse workforce and like to recognise our people through various reward and recognition schemes, as well as through learning and development.

 

Our premise is simple: the exceptional, every day.

 


Job Summary: We are looking for a proactive and organised Senior Office Coordinator to take a lead role in the day-to-day operations of our office. The successful candidate will oversee the management of quotes, monitor the progress of quotes, support the comprehensive fund's administration, and ensure the smooth running of office operations. This role also involves working closely with internal teams and external contractors to ensure service efficiency and quality.


Key Responsibilities:

  • Office Coordination & Management: Oversee the daily operations of the office, ensuring smooth workflow, effective communication, and adherence to organisational policies.
  • Quote Management: Lead the process for managing incoming quote requests, ensuring timely tracking, approvals, and progress updates in coordination with relevant teams.
  • Cost Management Input: Assist with the administration and tracking of the comprehensive fund, ensuring accurate reporting and budget monitoring.
  • Task Oversight: Provide input on task prioritisation and workflow coordination to maintain high levels of efficiency and service delivery.
  • Stakeholder Liaison: Act as a key point of contact for stakeholders, providing regular updates on office operations and quote status.
  • Process Improvement: Identify opportunities for office and administrative process improvements and work to implement efficiencies.
  • Health & Safety Compliance: Ensure office operations and task management comply with all relevant Health & Safety and QHSE standards.
  • Service Desk - Support and provide guidance to on site team

 

About You:

  • Coordination Experience: Proven experience in office management or a similar coordination role, ideally within a service-oriented environment.
  • Quote Management Skills: Experience managing or tracking quotes and financial documentation.
  • Communication Skills: Strong verbal and written communication skills, with the ability to interact with stakeholders at all levels.
  • Organisational Skills: Excellent time management, multi-tasking, and organisational abilities.
  • Problem Solving: A proactive approach to addressing issues and streamlining office operations.
  • IT Proficiency: Competency in MS Office (Word, Excel, PowerPoint) and familiarity with office management or task tracking software.

 

Preferred Experience:

  • Experience in a customer-facing environment or working under pressure in a dynamic setting.
  • Familiarity with planned preventative maintenance or service coordination.
  • Prior involvement in managing or working alongside external contractors.


Additional Information:

  • This role involves regular collaboration with university departments and external partners, ensuring efficient office operations and high levels of service.
  • The Senior Office Coordinator will play a vital role in ensuring the smooth flow of office activities and supporting administrative processes across various teams.



This job description is intended to give the post holder an appreciation of the role envisaged for this position and the range of duties undertaken. It does not attempt to detail every activity, and should be utilised as a general guide, detailing the minimum requirements and responsibilities of the position. Specific tasks and objectives will be agreed with the post holder following the appraisal process and on an as and when required basis throughout the post holder's period of employment.

Mitie is an equal opportunity employer.


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