Liaise with West Facility Management, Health & Safety Management and D&T department to ensure the office environment and procedures meet health and safety regulation standards
Site environmental and Health & Safety coordinator including First Aid, Fire Warden and Mental Health First Aid
Meet and great all onsite visitors and contractors
Managing access cards, stationary, and office induction for new starters
Ensuring adequate catering requirements are available to GFS employees
Process all incoming and outgoing mail and couriers etc.
Submitting site stationary orders
Leveraging existing West at Damastown initiatives, if suitable, champion the organization and execution of company or department events such as Christmas events, CSR fundraising activities, and employee engagement activities
Provide a bridge for smooth communication between the GFS leadership and internal departments and employees; demonstrating leadership to maintain credibility, trust, and support with management staff
Administrative Duties:
Raising GFS purchase requisitions
Support GFS Leadership team on administrative tasks as required e.g. Accounts payable
Responsibility for internal communications – writing, editing and distribution of GFS site communication emails
Support organisation of travel needs for GFS employees and visitors as necessary including hotel, flights, chauffeur services, car hire etc.
Book offsite conferences and room reservations in local hotels, manage contracts, catering meals, special equipment needs, transportation and other related items.
Other projects as assigned
Basic Qualifications:
3+ years in a similar office management role
Health & Safety qualifications
Facilities Management experience preferable
Proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook)
Self-starter with the ability to work with autonomy in a team environment
High level of verbal and written communications skills
Preferred Knowledge, Skills and Abilities:
Strong organizational and interpersonal skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail.
Demonstrate proactive approaches to problem-solving with strong decision-making capability.
Highly resourceful team-player, with the ability to also be effective independently.
Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer/client service and response.
Forward looking thinker, who actively seeks opportunities and proposes solutions
Must be dependable, detail oriented, and able to multi-task