A new position is now available for a candidate to join a large legal firm based in Dublin 2 as a Property & Workplace Assistant (Junior Office Manager).
This role will enable the successful applicant to work across the various functions to build a wide range of skills and experience within a business support function.
This role is ideal for a candidate who is seeking an entry level role within facilities / property / office management to gain experience and progress within an established organisation under the guidance of the Office manager and wider team.
Please apply directly or CV to [email protected]
MAIN DUTIES AND RESPONSIBILITIES
· Follow internal procedural guidelines.
· Provide administrative support as required including filing, scheduling events, data entry, and invoice support.
· Organising national and international courier deliveries.
· Records management (archiving) requests and returns as required.
· Porterage of external and internal deliveries as required.
· Engage with approved suppliers to ensure stock levels within the office are maintained (stationary, canteen supplies etc).
· Liaising with and assisting in sourcing suppliers as required.
· Organising access of contractors onsite and ensuring works are met to a high standard.
· Supervision of contractors on site where necessary, occasionally outside office hours.
· Liaising with Building Manager in relation to security and property access.
· Assisting with meeting room set up, liaising with IT to ensure all necessary hybrid requirements are in place, liaising with Reception to ensure all catering orders/set up are in place.
· Ensuring internal and external meetings rooms have correct layout/number of seating, stationary etc.
· Assisting with event organisation set up, including furniture removal/installation and room layout.
· Assisting other office locations in booking external venues/restaurants/hotels.
· Participating in routine weekly and monthly floor inspections to ensure areas are compliant with Health & Safety and Office regulations.
· Ensuring staff Health and Safety notice boards are kept up to date with relevant information.
· Ensuring common area facilities are well maintained and kept clear.
· Involvement in internal and external ISO environmental audits and ensuring the office is as sustainable as possible, including logging ISO information from Landlord.
· Assisting in following up on action lists from ISO and Health and Safety audits.
· Organising Health & Safety Training including First Aid, Fire Marshalling and Manual Handling training.
· Organising routine fire drills with the Building Manager and logging the report regarding same centrally.
· Assisting with SHE (Sustainability, Health & Environment) Staff Training and Induction, including Ergonomic Desk Assessments.
· Assisting with routine repair and maintenance works.
· Participating in monthly Property and Workplace Team calls.
· To undertake ad hoc duties from time to time in accordance with business needs.
Requirements:
· Good level of IT knowledge with an understanding of file structures and a wide range of applications
· Leaving Certificate or equivalent completed.
· Confident and able to build trust and rapport to develop effective relationships,
· Able to handle multiple priorities, working to sometimes conflicting timescales in a fast-paced and challenging environment
· Ability to stay calm and composed in often demanding situations
· Focus on continued personal development and ensuring all training requirements are up to date
· Polite, professional and friendly.
· Good communicator- both written and verbally
· Customer service focused.
#CplOfficeSupportOct22
