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Office Co-ordinator

4 months ago

Dublin, Ireland Baillie Gifford Full time

Job Title

Office Co-ordinator

Department

Facilities Management-International-Ireland

Overview of Department

Purpose of Role

To ensure smooth administration of the Dublin office and provide administrative support for the other European offices (as needed), collaborating with key parties within the firm, and externally to ensure operational efficiency.

This Dublin office-based position involves extensive liaison with pan-firm operational departments, Clients Department teams, Facilities, Systems and Baillie Gifford’s regional offices.

Furthermore, the Office Coordinator will provide support to the firm’s Executive Team.

Responsibilities

As our Office Co-ordinator at Baillie Gifford in Dublin, you can expect to be responsible and involved in a range of activities, supporting our specialist teams, including, but not limited to:


Operations Management:

Responsible for ensuring the smooth administration of the Dublin office, including preparing and managing meeting rooms, supporting the main phone line, monitoring post and stationery, equipment maintenance.

Appropriate oversight to ensure the smooth administration of Continental European offices, Amsterdam, Frankfurt, and Zurich.

Maintain relationships with service providers and responsible for ensuring positive guest experience.

Facilitate overall equipment safety checks, inspections, and service visits to minimise failures and outages.

Oversee office safety and security and ensure that office risk assessments are carried out regularly and in a timely manner.


Administrative Support:

Assist in fund registrations.

Support visiting staff and help onboard new team members.

Support daily operations and ensure data security policies are maintained.

Liaise with facility providers as needed.

Lead office safety as First Aider and Fire Marshall, ensuring policy compliance.

Work with the Global Service Support team for office support, as well as acting as the main point of contact for third parties, taking ownership of PO generation, allocation and payment of invoices.


Facilities Management coordination and liaison:

Address and manage landlord issues in European offices, ensuring risk assessments comply with regulations.

Coordinate compliant maintenance and repairs with property management, contractors, and BG's Facilities Manager.

Collaborate with landlords on housekeeping to secure offices for staff and visitors, and track/report visitor usage annually.


Provide administrative and operational support to Executive Management Team / Board members, including:

Organising travel and accommodation.

Meeting scheduling and diary management.

Organisation, production and sending out of meeting materials

Minute taking.

Facilitating client queries, including due diligence questionnaires.


Local Safety and Facilities Co-ordinators will under the CEO's delegation, assist the Executive Management Team in:

Implementing the Group Health and Safety Policy and Manual, including jurisdiction-specific policies.

Attending relevant training.

Conducting risk assessments in consultation with staff.

Liaising with landlords and contractors on health and safety and facilities issues.

Your Knowledge And Experience

Prior experience in a similar role preferable.

Impressive attention to detail skills and strong communication abilities, both written and verbal.

Sound Microsoft (Outlook, Excel) skills and a confidence working with technology and systems is key.

Strong relationship building abilities.

Qualifications

Due to the multi-disciplined teams (Legal, Investment Risk, Compliance, Risk and Finance) the post holder will support, a degree or professional experience rooted in a business-related discipline, would prove beneficial.

The Type Of Candidate We're Looking For

By nature, you're curious about the world and hungry to learn. Your organisational and time management abilities are top notch. You enjoy building relationships and being in a people orientated role and thrive in a team based environment where you can use your analytical and problem solving skills. This, together with your proactive, initiative fuelled approach means that taking responsibility for tasks comes easily to you.

This role offers a real opportunity to work closely with several specialist teams and for the post holder to develop their understanding and business knowledge not only of Investment Management, but of the specialist teams that work within Baillie Gifford. This role will best suit someone with a passion to learn, hungry to develop a career within the world of Investment Management and who thrives in a fast paced, team centric environment.

Critical Skills

Adaptability

Improvement Mindset

Team Working

Due to the nature of this position, the role is office based, working in Dublin 5 days a week.

Closing Date

June 14, 2024

If you are currently working at Baillie Gifford as an employee or contractor please apply to this job from the firm's Workday internal career site.