Office Manager

We are recrutding an Office Manager to join an award winning design related company in the Blackrock, Co Dublin area.

We are seeking a personable Office Manager to take on a wide range of responsibilities and join a dynamic team.

You will be working closely with the Directors and Senior Design Team.

You must be confident, approachable and a real problem solver! You should have an eye for detail and a love of organisation.

You must be a strong communicator and have excellent written and verbal communication skills and a meticulous attention to detail.

You should be the type of person that can be depended on to turn their hand to any job that comes along!

An interest in the creative world would be a plus.

Your key responsibilities may include but are not limited to, the following:

• Ensure that the day-to-day administrative operations of the Companies Offices run smoothly and efficiently so the design team members can carry out their roles effectively.
• Foster a positive work environment that aligns with the company culture.
• Oversee any administrative support staff – Provide any administrative support service required by the Directors and key Senior Staff.
• Assist with reception duties as required to include answering incoming calls, greeting visitors, post, couriers etc. – Co-ordinate appointments, meetings and diaries for Directors and key Senior Staff.
• Oversee and manage office Credit Controller and provide assistance as and when required.
• Liaise with all staff to ensure administrative procedures and processes are adhered to and filing of documentation is maintained using Mail Manager.
• Manage staff time sheets ensuring adherence to the Coretime system by all staff and running reports for Directors.
• Manage company admin budget and expenses.
• Organise and minute internal office administration meetings.
• Purchasing and managing office supplies and stationery.
• Monitor the office’s wear and tear and organise any repairs/ tradespersons where necessary.
• Manage staff to ensure office’s (reception, meeting rooms, designers work areas, libraries, circulation areas, kitchens and bathrooms) are kept organised, clean, safe and tidy at all times.
• Ensure all office equipment is in good working order.
• Be capable of identifying any inefficiencies in work practises and suggest solutions in order to ensure the continued success of the company.
• Manage contracts and best costs with office vendors, service providers and office leases.
• Keep company up to date on changes in company law/labour legislation in each jurisdiction (ROI and NI).
• Manage and maintain office Health & Safety at Work Plan.
• Update Employee Handbook: implement and maintain the office’s policies and procedures.
• Update company organisation chart. – Be capable of familiarising yourself with all projects in hand and the Clients these projects relate to.
• Managing company IT to include ensuring all hardware and software are licenced, in working order and are current.
• Resolve any IT issues with our IT Consultants when they arise and ordering of new IT equipment when required/ instructed.
• Keep up to date with evolving technology to improve and maintain office systems.
• Organise in house training for any new software or procedure updates for employees as necessary.
• On-boarding and induction of all new employees.
• Personnel responsibilities including assisting in recording employee performance appraisals, preparation of employee contracts and maintenance of employee files.
• Plan in-house or off-site staff social activities as required.
• Support and cultivate a good company culture and work environment.
• Assist in creating presentations as required.
• Data entry as required.
• Prepare applications for design competitions.
• Manage company marketing, PR and social media.
• Manage TY programme.
• Assist co-ordinating any office moves.

The following Experience & Skills for this role are required:

• Minimum of 3-5 years work experience in an office management role.
• Degree in Business Administration and Communications or similar.
• Previous Marketing, PR and Social Media experience in a similar role.
• Be confidential at all times and understand the importance of sensitive information that cannot be discussed outside of the office environment.
• Understand the limits of privileged information that cannot be discussed internally with other staff members.
• Confident, assertive, organised and supportive leader with excellent communication and interpersonal skills.
• Strong organisational and time management skills with an ability to prioritise. – Ability to execute everyday tasks efficiently and in a timely manner.
• Self-motivated with a collaborative attitude to teamwork.
• Excellent computer skills and expert use of Microsoft Office, Excel, In Design, Photoshop.
• Strong problem solving skills and analytical abilities.
• Strong written and verbal communication skills.
• Excellent Administrative skills. –
• An ability to build relationships and influence decision making.
• Innovative thinker in your approach to problem solving.
• Hours for this role are 9.00am-5.30pm Monday-Friday on site.
• Salary: €40-45k depending on experience