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Office Manager

Location

Dublin 12Dublin

Company

The FKM Group

Date added

30/12/2021

Website

http://fkm.ie

Job Description:

Role Profile: Office Manager

Report To: Chief Operations Officer

Location: Otter House, Naas Road, Dublin 12

Role Overview

Reporting into the COO, the Office Manager for FKM’s office will be responsible for all health and safety matters, adhering to company policy and processes, documentation control, supplier and vendor management, site security, guest support, deliveries and shipping, office maintenance, day to day facilities and general administration.

Responsibilities
Office Manager Duties to include but will not be limited to:

Health & Safety – Including Fire Safety, and Health and Safety certification and compliance;
First Aid provision and compliance, and employee, guest and third-party safety training. May be required to carry out Risk Assessments.
Site Security – responsible for the safety of all employees and maintaining strong office security. Managing the office access control system, CCTV and alarm system. Liaising with landlord security team.
Vendor and Supplier Management – responsible for the selection, onboarding and vendor management of all office suppliers and support services. This includes but is not limited to: Catering and Food Supplies, Cleaners, Couriers, General Maintenance, Health and Safety Consultancy, Plant maintenance, Printer Services, Stationary, Security, Storage, Secure waste disposal, and Waste and Recycling.
Company Policy and Processes – general employee support with company policy and processes. Working alongside the COO.
Events – organizing employee entertainment when required (seasonal and company parties for employees / sometimes employees and family).
Research and is proactive around improving office efficiency or cost savings and able to present ideas with context and clarity.
Be a Cultural Ambassador for FKM.

Be generally responsible for all day-to-day aspects of the office including but not limited to the
following items:

Organising meetings and managing databases
Booking transport and accommodation
Organising company events or conferences
Ordering stationery and supplies
Dealing with correspondence, complaints and queries
Preparing letters, presentations and reports
Managing office and marketing budgets
Liaising with staff, suppliers and clients
Implementing and maintaining procedures/office administrative systems
Organising induction programmes for new employees
Ensuring that health and safety policies are up to date under the directions of the Project
Manager responsible.
Attending meetings with senior management
Assisting the organisation’s HR function by keeping personnel records up to date, arranging
interviews and so on.
Ensuring master reports are updated and report tracking system is in place to produce high
quality documentation as required.
Management of telephones and reception
Manage CEO’s expenses VISA & Cash
Monitor and log IT support and IT call outs, liaising with our outsourced IT department
Open, record and distribute incoming and outgoing mail, (including use of couriers)
Organise meetings on behalf of Directors
Manage office petty cash
Manage website content
Monitoring and distributing the “office” email box
Assist with updates on corporate identity e.g., stationary, brochures, promotional material,
website
Research and procure marketing material, e.g., USBs
Manage team timesheets and consolidation
Manage employee files
Recording and reporting of annual / sick leave, maintaining staff planner

Documentation Control

Controlling and tracking project documentation through MS SharePoint
Following and improving document control procedures
Ensuring all documentation meets formal requirements and required standards
Sorting, storing and retrieving electronic and hard copy documents on behalf of clients and
industry professionals
Producing document progress reports for senior managers
Conducting regular reviews and document audits
Ensure documents are shared at key times to facilitate timely project completion

Business Development

Maintaining of Business Development Tracker
Maintaining of Leads Tracker and contacts list
Responsibility for issuing introductory emails
Creation of boilerplates for proposals, presentations etc.

EXPERIENCE:

2 years + experience in a similar senior role
Excellent PC and typing skills with strong working knowledge of Microsoft Office Suite, word,
PowerPoint, excel, publisher, outlook
Knowledge and experience working with software packages
Office or Facilities Manager level experience required – experience at manager level in a
generalist facilities and administrative role.
Experience training others.
Experience in Construction Industry preferred but not essential

QUALIFICATIONS:

Relevant third level qualification i.e., Business / Secretarial course

KEY SKILLS / ATTRIBUTES / CORE COMPETENCIES:

Strong interpersonal skills are essential to this role
Ability to manage multiple and competing priorities with attention to detail and accuracy
while finding solutions-oriented and resourceful in a fast-paced and changing environment
Ability to work both independently and collaboratively within a team
Strong oral and written communication skills.
Positive, open, and flexible attitude.
Commitment to ongoing process improvement and developing standards.
Proactive action-oriented approach required.
Understands the value and importance of serving as a cultural ambassador.
Highly effective judgment and interpersonal skills; and the ability to interface with all levels
across the entire organization.
Strong prioritization, co-ordination & organizational skills
Attention to detail & working to strict deadlines is a must
Enjoys working as part of a team
Professional Manner and confidentiality
Self-starter, assertive, works well under pressure
Builds effective relationships and good influencing skills
Right first-time attitude

Term

Permanent / Full-time

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