Office Coordinator

at  Provincial

WE’RE LOOKING TO ADD AN OFFICE COORDINATOR TO OUR HEAD OFFICE TEAM: TO PROVIDE A WARM PROVINCIAL WELCOME IN THE NEW DUBLIN OFFICE AND TO ENSURE THE OFFICE RUNS SMOOTHLY.

As the Officer Coordinator, you will represent the heartbeat of the company, working as part of the HQ team and closely with colleagues throughout Head Office, ensuring the office runs smoothly and efficiently. You will assist with administrative tasks and coordinate the meeting space, events and any walk ins to the office.

• Opening and closing the office each day. Providing a presence and welcome for both the HQ team, employees, clients and visitors.
• Answering and transferring calls to company standard.
• Processing mail and deliveries, and organising couriers
• Management of Uniform Process including stock takes, ordering and liaising with HR to check requirements for new employees and managing requests for uniform replacements through TimeGate requests.
• Management of office stationery including ordering and stock takes.
• Represent Provincial on the phone, face-to-face, and via email in a professional, courteous, and confidential manner. You will handle client and candidate enquiries and correspondence ensuring clear and efficient communication. Handling telephone queries and walk ins from employees and ensuring their queries are triaged and passed to the correct person.
• Ensure the office is presented professionally and oversee the cleaning and maintenance as well as any other service providers such as phone service, wifi, catering, confidential shredding, refuse removal and ad hoc maintenance.
• Organise the meeting and office workspaces; ensuring all are ready for the day’s business and provide any refreshments or additional support.
• Oversee the meeting space bookings system.
• Organise office and off site events as required.
• Any other tasks as required in the office