Overview: KennCo Underwriting Limited, one of Irelands largest MGAs, is looking to hire a competent detail orientated Office Coordinator on a permanent full-time basis to join our busy team.
The Office Coordinator will play a crucial role in ensuring the smooth day-to-day operations of our office.
This individual will be responsible for a variety of administrative tasks, managing office supplies, coordinating meetings and events, and providing support to various departments within the organisation.
The ideal candidate should possess excellent organisational and communication skills, be proficient in office software, and have the ability to work independently and demonstrate initiative.
Duties (to include but not limited to): Administrative Support: Provide general administrative support to ensure efficient operation of the office.
Manage and distribute incoming and outgoing mail and packages.
Answer and direct phone calls to appropriate personnel.
Maintain organised and up-to-date filing systems.
Office Management: Maintain office supplies inventory by checking stock and anticipating needs.
Coordinate the maintenance and repair of office equipment.
Ensure an organised office environment.
Coordinate and communicate effectively with the contracted cleaning company to ensure alignment on office cleaning requirements and standards.
Implement and promote environmentally friendly practices within the office, such as recycling programs, energy-saving measures, and sustainable resource management.
Develop and maintain plans for disaster preparedness, recovery, and business continuity to minimize disruptions in operations during emergencies.
Analyse office space usage, identify opportunities for optimization, and recommend improvements to maximize efficiency.
Vendor Management: Liaise with external vendors and contractors for facility-related needs.
Negotiate contracts, monitor performance, and ensure compliance.
Coordinate with the finance team for efficient vendor payments.
Evaluate vendor performance and implement improvements as needed.
Maintain vendor records and conduct regular reviews.
Meeting Coordination: Schedule and coordinate meetings, appointments, and events.
Prepare meeting rooms, including setting up audio-visual equipment and ordering refreshments.
Compile and distribute meeting agendas and minutes as needed.
Communication: Liaise with various departments to facilitate communication and collaboration.
Act as a point of contact between employees and management.
Assist in the preparation of internal and external communication materials.
Travel Arrangements: Coordinate travel arrangements for employees, including flights, accommodations, and transportation.
Data Entry and Reporting: Input and maintain accurate data in company databases.
Prepare and generate reports as required.
Projects: Assist with special projects and initiatives as assigned by management.
Take on additional responsibilities as needed to support the overall success of the organisation.
Qualifications: Proven experience as an office coordinator or in a similar role is required.
Leaving Cert or equivalent; additional education or certifications in office administration is a plus.
Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
Skills: Strong organisational and multitasking abilities.
Excellent verbal and written communication skills.
Attention to detail and problem-solving skills.
Ability to work independently and collaboratively in a fast-paced environment.
Familiarity with office equipment and basic troubleshooting.
Must have the ability to work independently and demonstrate initiative.
Salary: The package offered will be competitive and will be tailored to the experience of the candidate.
Supplemental Pay Types: Performance Related Bonus (Payable Annually) Job Type: Immediate start Full-time Permanent Fully on-site If you are a motivated individual with a proactive attitude and the ability to thrive in a dynamic environment, we invite you to apply for our Office Coordinator position.
