Operations: Office Management
Goshawk Management (Ireland) Limited
Dublin
29d ago

Description of Role and Responsibilities :

This is a varied and interesting role with a range of responsibilities, including :

  • Designing and implement office policies and procedures and oversee adherence
  • Ensuring office efficiency is maintained by carrying out planning and execution of equipment procurement, office layout and systems
  • Managing relationships with key vendors and service providers
  • Acting as first point of contact on IT issues that arise in Dublin, when required. Tracking issues as they arise and input to the bi-
  • weekly IT report to the COO

  • Monitoring housekeeping and cleaning services, ensuring all meeting rooms and public areas are kept to the highest standard and escalating any issues.
  • Managing the external facilities management team to ensure that any onsite issues are resolved quickly. Monitoring performance under the SLA and track costs
  • Organising and scheduling meetings and appointments
  • Ensuring all meeting rooms are stocked and fit for purpose and liaising with Reception to ensure supplies are order in good time
  • Providing AV / VC user support to the Goshawk team when needed
  • Ensuring compliance of Health and Safety legislation including Fire Safety requirements, First Aid, Manual Handling and VDU assessments
  • Liaising with IT and HR on the new starters and leavers process
  • Travel management and cost tracking
  • Approving and tracking stationery and supply orders and monitoring the office budget
  • Renewing subscriptions for the Goshawk team
  • Administrative support including generating reports and preparing presentations as required
  • Active administrator on core systems including meeting room booking, telephone and CRM system
  • Participating actively in the planning and execution of company events
  • Covering Reception Duties when the Receptionist is away from the desk
  • Working on special projects with COO and IT Manager as required
  • Prerequisite Core Skills and Knowledge Required :

  • Highly professional and reliable
  • Excellent attention to detail and solutions-oriented approach
  • Strong interpersonal and communication skills
  • Proven organisational and time management skills with an ability to prioritise and meet deadlines under pressure
  • Process development and management skills an advantage
  • Project management skills an advantage
  • Ability to work on multiple cross functional projects
  • Flexibility and adaptability to changing workloads
  • Office management, administrative or assistant experience in a corporate environment essential
  • IT support qualification or experience an advantage
  • Third level qualification an advantage but not essential
  • Confident using Microsoft Word, PowerPoint, Excel and Outlook 365
  • Key Relationships :

  • Chief Operating Officer, Receptionist, IT Management, HR
  • The Goshawk Team in Dublin and worldwide
  • Facilities Management Company, vendors and service providers
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