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Office Manager, Dublin 14.

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Reference: 
2017-144
Sector: 
Construction
Discipline: 
Administration
Type: 
Permanent
Country: 
Ireland
Location: 
Ireland
General Skills: 
Management Skills
IT Skills: 
MS Packages
Salary: 
€30,000 - €40,000
Application Email: 
jobs@cmi-recruitment.com
Description: 

 

Purpose of Job

The main purpose of the Office Manager is to provide effective overall management of the Dublin office which includes front of house reception, facilities, health & safety, administrative support and liaising with HR and IT in UK. The job holder will be responsible for managing and proactively maintaining facilities, health and safety and reception ensuring smooth day to day operation of the Dublin office. You will initially be required to help set up the office and support staff transferring over from our Head Office in the UK.

 

 

Main Duties/Responsibilities

 

Office / Facilities Duties

  • Organise office operations and procedures.
  • Be a key holder opening and closing the office when required.
  • Be available out of business hours if there are building problems e.g. break in, building damage/malfunction, power or electrical problems to core services such IT rooms or similar.
  • Liaise as necessary with suppliers to secure maximum efficiency and service.
  • Introduce all necessary procedures to ensure the security of the office.
  • Ensure the building is always kept to a high level of cleanliness and availability.
  • Engage with approved contractors to deliver contracted services including but not limited to security, maintenance, mail, cleaning, catering, waste disposal and recycling as agreed by the Company HQ.
  • Co-ordinate key requests and ensure keys are issued in accordance with procedures
  • Co-ordinate with IT department in Garston on IT related issues, HR on HR related issues and Finance on finance issues.

Reception and Front of House

  • Provide a welcoming, professional and secure front of house service.
  • Answer incoming telephone calls in a clear, friendly and professional manner, transferring calls and taking messages as required.
  • Meet and greet visitors in a professional and friendly manner, ensuring visitor procedures are strictly adhered to.
  • Receive and distributing deliveries.
  • Manage the incoming and outgoing mail on a daily basis.
  • Order stationary and relevant equipment as and when required.
  • Provide general support to visitors.

Administrative/Support Duties

  • Organise meetings and conferences when required
  • Organise and book transport/accommodation as necessary.
  • Liaise with all staff to ensure compliance with the time management system which links into the payroll system ensuring staff are paid for the hours they work
  • Provide administrative support for managers and staff.
  • Manage office budget and prepare reports required for management.

 

Health and Safety/HR Duties

  • Maintain the building to a safe standard by ensuring all health and safety procedures are followed, standards are met, legislation complied with, hazards identified and remedied in a timely manner.
  • In conjunction with our Health and Safety Officer ensure that all relevant risk assessments are completed and reviewed as working documents.
  • Undertake duties of a fire warden including assisting in weekly fire alarm testing
  • Coordinate routine inspections to ensure that first aid boxes are adequately stocked and that fire extinguishers are correctly maintained.
  • Coordinate the communication of health and safety policies and procedures.
  • Maintain schedules of staff sickness, absences and holidays
  • Assist with the recruitment of staff by organising interviews undertaking responsibility for ensuring that all documentation is correct in accordance with the Company Recruitment Procedure
  • Be the Data Protection designated person and ensure that Data Protection is observed.
  • Liaise with HR in Head Office on employee related topics and to ensure compliance with company procedures.

General Responsibilities

These are standard in all 

  • To promote and adhere to all Company  policies and actively promote the Company wherever possible
  • To be responsible for your own Health and Safety and that of your colleagues and others on the Company premises in accordance with relevant health and safety legislation and the Compamny H&S manual.
  • To carry out tasks broadly similar to those in this job description.
  • To act professionally with integrity, impartiality and honesty at all times.
  • To endeavour to self-improve and develop.