A fantastic opportunity for an Office Manager to join an Airlines & Aviation company and be part of a high-challenge, high support team while ensuring the smooth running of the office.
You will need to bring a highly collaborative way of working and a drive to get the work implemented and communicated. You must demonstrate passion for always delivering a high-quality employee experience.
Please note that this is an office based position, not a hybrid role. The person will be required to work 5 days a week onsite in their office in Cherrywood, South County Dublin.
Office Management Responsibilities:
* Working closely with all colleagues to ensure the smooth running of the office environment to a very high standard.
* Management of the office meeting room booking system and stationary supplies.
* Directing, coordinating, and planning essential central services such as reception, security, maintenance, mail, archiving, cleaning, catering, waste disposal and recycling.
* Provide visitors to the office with support and guidance in line with our core values.
* Calculating and comparing costs for required goods or services to achieve maximum value for money.
* Processing invoices and managing office budgets.
* Implementing and maintaining procedures/office administrative systems.
* Organising office and process induction for new employees.
PA Responsibilities:
* Organising meetings and managing databases.
* Preparing letters, presentations, and reports for the executive team.
* Attending meetings with senior management and taking minutes.
* Assisting in the organisation of company events and conferences.
* Providing extensive international travel and diary management, including changing requirements at short notice with accurate calendar updates.
* Dealing with correspondence, complaints, and queries on behalf of the executive team.
* Other ad-hoc research projects and administrative needs.
Facilities Responsibilities:
* Working closely with internal stakeholders to ensure the successful coordination and management of contractor work, minimising disruption to colleagues while work is ongoing.
* Managing the aesthetics of the office: cleaners, lighting etc.
* Ensuring best allocation and utilisation of space and resources for our colleagues.
* Responding appropriately to emergencies or urgent issues as they arise and dealing with the consequences.
* Manage car parking allocation.
Health & Safety Responsibilities:
* Ensuring the building meets health and safety requirements and that facilities comply with legislation.
* Ensuring that health and safety policies are up to date.
* Ensuring the security and safety of all colleagues and guests by continually assessing risks internally and externally.
* One on one new hire risk assessments.
Skills & Experience:
* The successful candidate must have at least 5-10 years' previous experience working in a busy office environment.
* Experience in supporting a senior management team is required.
* Health and safety experience required.
* Adaptable and flexible under pressure while maintaining a calm approach.
* High degree of initiative, discretion, and confidence with the ability to pick things up quickly.
* Excellent communication and interpersonal skills with a proven ability to interact at a senior management level.
* Advanced Microsoft Office skills in particular Word, Excel and PowerPoint and the ability to research and learn new technology as required.
* High tolerance for fast pace, change and ambiguity.
* High attention to detail and concern for order and quality, providing a highly structured and organized approach.
* Ability to work effectively in a geographically dispersed team.
* Well presented, well-spoken and able to represent the company in a personable and friendly manner, upbeat and positive with high energy.
* Strategically minded, with a forward-thinking approach.
* You must be highly organised with excellent communication skills.
* Focused with the ability to work in a fast-paced environment.
* You must have the ability to work on your own initiative, take ownership of tasks and be accountable.
* Experience working in a large tech company would be a distinct advantage.
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