Operations Coordination
The Office Operations Executive is responsible for managing and coordinating all aspects of travel arrangements for employees, clients, and executives.
This includes travel operations such as flights, other forms of transport, and accommodation as required.
Key Responsibilities:
* Prepare detailed travel itineraries, ensuring they include all relevant travel details, including flight schedules, hotel bookings, transportation, and meeting arrangements.
* Ensure all travel bookings adhere to company policies and guidelines, maintaining accurate records and staying within budget constraints.
* Act as the point of contact for employees and executives for any travel-related issues, including flight delays, cancellations, or changes to travel arrangements.
* Maintain records of all travel bookings, cancellations, and expenses.
* Generate regular reports for management and finance teams as needed.
* Stay informed of global travel advisories and risks, advising employees on safety measures and making adjustments to travel plans as necessary.
* Serve as the primary point of contact for all travel inquiries, offering assistance before, during, and after travel to ensure a seamless experience.
Office Management
Responsible for overseeing the day-to-day operations of the office environment, ensuring the facilities are well-maintained, and that the office runs smoothly and efficiently.
This includes:
* Landlord management, ensuring facilities are fit for purpose.
* Coordinating services into offices such as telecoms/electricity, ordering stationery, repair, and installation of office equipment.
* Coordinating office cleaning requirements, etc.
Health and Safety
Ensure that office health and safety standards are met, including fire safety procedures, first aid kit availability, and conduct regular inspections of the office and facilities to ensure compliance with health, safety, and environmental regulations.
Oversight and Reporting
Oversight of all offices including Letterkenny, London, and support to Tokyo as required.
Reporting on quarterly consumption and sustainability reporting.
Security and Facilities
Security system management, access card system, and liaising with building security.
Contract and Lease management.
Additional Responsibilities
Maintain and update company website, posting blogs and vacancies, etc.
Managing the company's social media accounts - Linked In.
Liaising with graphic designers to create marketing materials, e.g., posters, brochures, banners, invitations, and other promotional materials.
Requirements
To be successful in this role, you will need:
* 'Office Manager' 'Facilities Manager' 'Operations Manager' 'Senior Administrator' skills.
Benefits
This role offers:
* Paid Holidays.
* Pension.
* Permanent Health Insurance.