Job Purpose Summary
We are seeking a solutions-focused and highly organized Office Coordinator to proactively support the smooth running of our Irish properties and provide remote support to our other sites in Ireland, Europe, USA, and China. This role combines traditional office administration and coordination with responsibility for facilities maintenance, workplace safety, and compliance.
Role Responsibilities
* Office Administration & Operations:
o Support the daily operations of the office to ensure efficiency and a productive work environment.
o Adhere to the implemented office policies and procedures in line with business needs.
o Coordinate office supplies, equipment, and inventory management.
o Handle correspondence, record-keeping, and administrative functions.
o Act as the main point of contact for office-related inquiries and issues.
* Facilities & Building Maintenance:
o Oversee office maintenance, ensuring a clean, secure, and functional workplace.
o Manage service contracts for office cleaning, security, and maintenance providers.
o Ensure meeting rooms, communal areas, and workstations are optimized for employee productivity.
o Work with building management to address repairs, security issues, and facility upgrades.
o Support space planning and office moves when required.
* Security Management:
o Support our overall Security strategy and ensure security measures are actioned.
o Support business continuity measures, in collaboration with IT.
o Manage security contractors.
* Health, Safety & Compliance:
o Ensure compliance with UK & European Health & Safety at Work Act, Fire Safety Regulations, and other workplace laws.
o Conduct risk assessments, fire drills, and emergency response planning.
o Maintain and enforce DSE (Display Screen Equipment) assessments and ergonomic workstation setups.
o Implement and manage first aid and fire warden training for employees.
o Keep records of incidents, near-misses, and workplace safety audits.
o Ensure compliance with security procedures, including access control and visitor management.
* Contractors:
o Support the management of contracts with third-party vendors for maintenance, catering, office supplies, and security.
o Negotiate cost-effective solutions while maintaining high service standards.
o Support the management of office and facilities budgets.
o Seek value and ensure that our contractors are delivering to scope.
* HR, IT & Employee Support:
o Support employee onboarding and desk allocation.
o Office equipment provision, working closely with our IT team.
o Address employee concerns related to facilities, safety, and workplace comfort.
o Assist in organizing office events, team activities, and meeting logistics.
o Support the coordination of the facilities helpdesk.
o Support communications and content updates on CMS Central our internal communications platform.
* Weekly Reports:
o Submit bi-weekly report, to capture an update on progress updates, watchouts.
o Reports must be a fair balance of operational and tactical and should be supported by evidence, ideally data and observations.
Skill Requirements
* Bachelor's degree in Facilities Management, Business Administration, Health & Safety, or related field is preferred, but not essential.
* 1-2+ years relevant experience is essential.
* Familiarity with UK, Irish, and European workplace regulations a significant plus.
Personal Attributes
1. Strong organization and multitasking skills.
2. Knowledge of UK / Irish / European health, safety, and fire safety regulations is desirable, willingness to learn is a must.
3. Proficiency in Microsoft Office Suite (Word, Excel, Outlook, Teams) and office management software.
4. Excellent communication abilities.
5. Ability to manage contractors.
6. Proactive problem-solving and decision-making skills.
7.