Office Coordinator (12-Month Fixed Term Contract)

Please note this is 12-month fixed term contract

Waystone leads the way in specialist services for the asset management industry.

Partnering with institutional investors, investment funds and asset managers, Waystone builds, supports and protects investment structures and strategies worldwide.

With over 20 years’ experience and a comprehensive range of specialist services to its name, Waystone is now serving assets under management in excess of $2Tn. Waystone provides its clients with the guidance and tools to allow them to focus on managing their investment goals with confidence.

You will serve as the first point of contact for Facilities in the Dublin office as well as a point of contact for day-to-day operations throughout making you a vital member of the Real Estate & Facilities Team. Professionally manage the operational & facility needs of Dublin and be the first point of contact for any issues for the office. Your day-to-day duties will include office/facilities management, operational administrative tasks, data management, budget management, creating and implementing office policies & procedures and assisting with key operational initiatives such as office expansions, moves & integrations. A key responsibility will be managing the reception desk and assisting staff with daily tasks. The ideal team player will be a highly operative, effective, productive professional, capable of working under pressure whilst multitasking and prioritizing in a fast-paced corporate environment.

ESSENTIAL DUTIES AND RESPONSIBILITIES

include the following. Other duties may be assigned.

• 
  Manage any issues that arise at reception by working closely with the facilities team.

• Ensuring the meeting room calendars are prepared with no meeting conflicts & required catering has been arranged.

• Ensuring meeting rooms are set up, tidy and catering has been arranged.

• Act as reception coverage when office coordinator is out of office or on lunch.

• Maintain office security by following safety procedures and controlling access via the reception desk (monitor visitor logbook, issue visitor badges, assign staff access badges.)

• Provide operational administration support for a variety of vendor documentation including maintenance, catering, security, cleaning, and equipment vendors.

• Ensure accurate recording and processing of all invoices that are received by post or email & correctly uploaded to the finance system, creating a purchase order request.

• Assist on key operational initiatives such as office expansions, office moves & integrations as required.

• Assist with space planning, coordinating desk moves and maintaining up to date seating plans.

• Assist in keeping our Health & safety guidelines up to date as per P&P tracker.

• Create, implement, and keep up to date office policies & procedures where necessary

• Roll out new initiatives, reports, and processes as necessary.

• Carry out daily / weekly building inspections ensuring all office accommodation is maintained to a high standard and acting where required.

• Maintain a Facilities Contract Register to the highest standard to contain up-to-date information relating to all contracts with third party supplies of facilities services.

• Involvement in the part-taking and co-ordination of in-house events.

• Ensuring snacks and stationery is ordered and stocked.

• Actively question methods and processes to ensure we are streamlining and globalising our processes

• Able and willing to take on additional duties as and when required including covering for colleagues when they are out of office.

• Ability to travel to other office within Ireland if required.

Competencies: To perform the job successfully, an individual should demonstrate the following:

• Adaptability/Flexibility

• Communication

• Customer Service

• Dependability

• Integrity/Ethics

• Self-Development

• Decision Making/Judgment

• Initiative

• Organization Savvy

• Problem Solving/Analysis

• Sense of Urgency

Language Skills

Ability to write routine reports and correspondence. Written and spoken English as a Mother tongue.

Computer Skills:

To succeed in this role, the candidate should be proficient in MS Office, have experience with CRM platform & managing invoices through finance platform Yooz or experience in similar software packages