Operations Administrator

at  The Maples Group Financial Services

ABOUT US

The Maples Group is a global leader in financial services, trusted by many of the world’s largest hedge fund managers, private equity firms, and international corporations.
Our side-by-side financial and legal teams consistently deliver award-winning services to a global client base, offering unrivalled learning and career opportunities to our 2,500 colleagues worldwide.

THE OPPORTUNITY

We are looking for a experienced Operations Administrator to join our Dublin Operations Team as part of our financial services business in Dublin, servicing not only our Dublin location but Jersey and London.
As part of the global expansion of the Maples Group’s financial services offering, our Dublin office opened its doors in 2008. Located in the city centre, a commitment to service excellence and investment in our people quickly established Dublin as a regional hub where our 200+ teammates deliver best-in-class solutions to clients worldwide alongside our colleagues in legal services.
As part of our Operations Team, you will be performing the below key duties:

REQUIREMENTS

In addition to indisputably high ethical standards and autonomy, the ideal candidate possesses the following:

• 2+ years’ experience in a busy corporate facilities role as well a proficiency in Microsoft Office Suite

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KEY DUTIES:

The Operations Administrator is a varied and wide-ranging role. This includes, but is not limited to, the following:

CORE ROLE

• Maintenance Management: Planning, scheduling and coordinating maintenance activities for mechanical, electrical, plumbing and other systems to ensure optimal performance and compliance with safety regulations.
• Vendor Management: Liaising with external vendors and contractors to procure services, obtain quotes, negotiate contracts and ensure quality workmanship within budgetary constraints.
• Facility Inspections: Conducting regular inspections of facilities and equipment to identify maintenance needs, safety hazards, and compliance issues and implementing corrective actions as necessary.
• Asset Management: Maintaining accurate records of equipment and asset inventories, including warranties, service contracts, and maintenance histories, to facilitate efficient operations and budget planning.
• Emergency Response: Assisting with the coordination of emergency response plans and procedures to address incidents such as equipment failures, power outages, and natural disasters, ensuring minimal disruption to operations and occupant safety.
• Assist in the management and coordination of our building management service by liaising and accompanying building management staff, contractors and technicians where required to address building issues.
• Overseeing and liaising with building site security concerning building security processes and site access requests such as ensuring visitor management policies and protocols are adhered to, to mitigate risk and issues escalated as appropriate.
• Office Supply Management: oversee the procurement, inventory management, sand distribution of office supplies, including stationery, consumables, Health and safety supplies, and equipment to support the day to day operation of the facility and ensure adequate supply levels and prompt invoices review and payment.
• Health and Safety: Ensuring all health and safety protocols are observed, evacuation maps updated and Health & Safety training courses coordinated as required. Ensure our office is a safe environment, by assisting in the monthly Health and Safety Audits through conducting regular H&S audits of the facility to assess compliance with applicable regulations, codes, and standards, identifying potential hazards, and recommending corrective actions to mitigate risks and enhance workplace safety. Support in the delivery of key critical business procedures for Business Continuity Plan.
• Reception Support: Providing assistance, support and coverage to reception by coordinating visitor arrivals, manging inquiries, processing post, directing calls, and handling administrative tasks to ensure smooth front desk operations and exceptional customer service. Support reception on coordinating the set-up, arrangement, and logistics for meetings. Ensure that client meetings are professionally organised and that rooms are setup, clean and ready for use at all times. Liaising and coordinating with IT when technical assistance might be required.
• Working with HR and IT teams to ensure that new starters and leavers processes are followed. Ensuring that desks are clean, setup and ready as needed.
• Coordinating desk booking through our global desk management system
• Working and coordinating with staff in the London and Jersey offices to assist with queries and requests.
• Completing daily checklists and identifying any concerns that relate to Maples staff or office spaces.
• Together with the relevant business departments, direct/coordinate the business to the approved filing and archiving processes; assisting them with any logistics or stationery required.
• Providing assistance with office and team events; and