Our Dublin office invites applicants for the position of: Office Administrator Job Summary: The Office Administrator will manage daily administrative and reception duties to ensure smooth office operations and support various Harmonic Fund Services projects. This role involves supporting internal service functions as needed and assisting with data integrity. Reporting to and supporting the Office Manager and ultimately the Managing Director, the Office Administrator serves as the first professional point of contact for clients and visitors. The ideal candidate is proactive, organized, and capable of multitasking.
Essential Functions Administrative SupportProvide operational support to the team and offer excellent customer service to stakeholders, resolving issues and answering queries.Assist with scheduling meetings, interviews, managing office and boardroom calendars, and coordinating travel arrangements.Complete administrative tasks such as updating files, organizing documents, and handling ad-hoc requests from the Managing Director and providing general support to the Managing Director on a day-to-day basis.Minute-taking for internal meetings.Reception DutiesMonitor the front desk, greet and direct visitors, manage incoming calls, and handle inquiries professionally.Manage access cards for staff and visitors.Document management; Handle confidential documentation and correspondence. Manage incoming and outgoing mail, assist with document preparation and formatting, and liaise with courier vendors.Assist with Health & Safety programs and coordinate building safety compliance, including organizing fire warden and first aid training.Office Management SupportAssist in coordinating facilities and supplies, and liaising with building management, cleaners, and service providers. Handle repair or cleaning issues.Maintain office and kitchen supplies, ensure office equipment is functioning, and assist with general office maintenance and car park management.Maintain databases, update records, and assist in preparing reports for management. Ensure data integrity in Harmonic databases through accurate data entry and management.Assisting HR with onboarding & offboarding tasks such as healthcare and pension enrolment.Collaborate with the green committee on environmental projects, sustainability initiatives, and coordinate waste and electricity audits.Event CoordinationOrdering & coordinating weekly lunch deliveries and monthly socials.Assist in planning company events, meetings, and other activities, including in-house or off-site gatherings.Other ResponsibilitiesParticipate in special projects.Provide coverage for team members and support colleagues to ensure all work is completed.Other job functions as required.Job Qualifications 2+ years of experience in office administration and operations ideally, or a similar role; experience in financial services and/or a customer service role is a plus.Hold relevant university degree such as Business Administration or a related field preferred.TECHNICAL REQUIREMENTS Familiarity with office equipment such as printers, scanners, and multi-line phone systems.
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