Senior Office Administrator

Location: Sir John Rogerson’s Quay, Dublin 2,

Spencer Stuart is one of the world’s leading executive search consulting firms. Founded in 1956 and privately owned, we are the adviser of choice among organizations seeking guidance and counsel on senior leadership needs. Our Dublin office is a software house building the next generation IT solutions to drive the business forward.

We are looking for an experienced Senior Administrator to join our Dublin based team to help with the smooth running or our office and its various needs.

Main tasks and responsibilities:

Office space:

• Reception duties, receiving deliveries, providing administrative support, assisting with purchasing, ordering/restocking of office and kitchen supplies as needed, and sorting/delivering/sending mail.
• Handles facilities-related matters as needed to maintain high facilities standards.
• Guarantees correct functioning and supply of facilities and supplies (e.g. furniture, lighting, kitchen, washrooms, conference rooms, heating, paper) through continuous inspection, maintenance and ordering.
• Coordinate with building management for issues related to the space.
• Negotiates repair and maintenance of office and kitchen equipment and premises.
• Assists with travel and lodging arrangements for guests to the office as well as for company staff.

General administration:

• Organising office events and fun team building activities.
• Assists with staff induction -- in scheduling training sessions for new employees, getting them setup with proper equipment (i.e. phones, laptops, monitors), etc. as well as assuring all employee new paper work is in order.
• Recruitment – Uploading CV’S to internal database, Booking and scheduling interviews, providing feedback to agencies.
• Monthly payroll administration, accounting administration (petty cash, credit card, purchasing travel tickets).
• Collating monthly timesheets.
• Organizing employee/contractor contracts and renewals.
• Workday software entry.
• Assist in the generation and implementation of new ideas to improve efficiencies

Required qualifications and experience

• Bachelor's degree.
• Secretarial courses and/or office management training preferred.
• At least 2 years experience working in an Office Administrator, PA or Receptionist capacity
• Technology savvy.
• Experience working for a software company would be a plus.
• Knowledge of general office applications, such as MS Outlook, MS Word and MS Excel, Teams.
• Excellent command of English (both verbal and written).
• Strong organizational, writing, and management skills.
• Experience managing multiple suppliers and accounts

Competencies:

• Quick learner – with a strong attention to detail
• Independent thinker and creative problem solver
• Self-motivated to improve processes and surroundings
• Capable of prioritizing multiple stakeholders and meeting deadlines
• Experience negotiating with and managing suppliers