Office Manager

at  OASIS Group

CANDIDATE REQUIREMENTS

• Previous purchasing and office administration experience in a busy environment.
• Experience of working in a busy office/business environment, along with facilities or office supervision responsibility.
• A good understanding of Office Management and Real Estate.
• Previous experience of dealing with suppliers is required.
• Working towards or formal office/facilities management qualification or equivalent is desirable.
• Dependable and flexible and can work in a reactive and ever-changing environment.
• Organisation skills; are self-motivated and able to prioritise and managing conflicting needs of the business.
• Strong work ethic, sense of responsibility and confidentiality.
• The ability to work both independently and as part of team.
• Detailed orientated.
• Excellent people skills - ability to development and maintain relationships.
• Strong communication skills (verbal and written) with a professional and confident manner, including persuasion and negotiation.
• Understanding of buildings management and maintenance.
• Microsoft Office skills; including Outlook, Excel, Word, PowerPoint.
• Detailed orientated both for written and numerical work.
• Flexible approach to changing circumstances with a willingness to take on new tasks.
• Experience with Customer Service and stakeholder management - including managing expectations of senior-level partners regarding difficult or sensitive issues.
• Adhere to all company policies and complete all mandatory training modules.
• Embrace and promote all three parts of OASIS’s Vision: Purpose; Core Values; and Mission.

KEY RESPONSIBILITIES:

• Covering the reception desk as the first point of contact for all visitors and Team Members and responsible for ensuring Reception processes are adhered to and necessary cover is identified as required for exceptional meetings (Board meetings, Trainings days for example).
• First point of contact for staff and troubleshooting of all Facilities related issues.
• Management of day-to-day tasks within the Swords office:
• Completing all office checks and compliance related testing (emergency lighting tests, fire door checks etc.) in accordance with specified timelines. Reporting and management of any issues that may arise as a result of these checks.
• Management and maintenance of all office supplies for the Swords office ensuring maximum value for money. Including:
• Stationery and office equipment.
• Canteen supplies.
• Coordination of Shared Services Office catering.
• Management of meeting room bookings through centralised system.
• Allocate seating/offices for visiting team members.
• Managing and issuing car park/access control passes/key holding.
• Process courier requests.
• Retrieving centralised post and internal distribution.
• Franking post for external distribution.
• Providing training on office systems.
• Champion clear desk policy and support staff where necessary.
• Maintain and review accident books, making changes when necessary.
• Management of visiting FM service providers.
• ESG lead for Support Services and contribute to ESG strategy.
• H&S committee member.
• First aider for site.
• Fire Warden for site.
• Support as point of contact for Group Property and Facilities as / when required.
• Back up First line Point of Contact for Group Facilities issues.
• Managing local contractors and suppliers to ensure smooth, efficient, and timely delivery of services including supplier performance audits and reviews.
• Assist in managing the facilities central email inbox and manage the facilities shared folder, documentation, and files to ensure information is stored correctly and easily accessed.
• Shared responsibility for a PO management system; ensuring POs and invoices are raised and tracked correctly.