Workplace Coordinator (12-Month FIxed Term Contract)

Please note this is 12-month fixed term contract

Waystone leads the way in specialist services for the asset management industry.

Partnering with institutional investors, investment funds and asset managers, Waystone builds, supports and protects investment structures and strategies worldwide.

With over 20 years’ experience and a comprehensive range of specialist services to its name, Waystone is now serving assets under management in excess of $2Tn.
Waystone provides its clients with the guidance and tools to allow them to focus on managing their investment goals with confidence.

Summary: The Workplace Coordinator will work closely with the Global Real Estate & Facilities team and help

maintain the smooth running of the Cashel office. This role will be split between the Real Estate and Facilities team

and with other teams in the business as and when project work may arise.

ESSENTIAL DUTIES AND RESPONSIBILITIES

· To work alongside the Global Real Estate & Facilities team supporting and providing coverage as

required.

· To undertake reception duties including but not limited to, answering telephones, responding to emails,

face to face enquiries, signing in visitors and providing refreshments, photocopying, clerical duties.

· Meeting and greeting all visitors.

· Meeting room preparation which includes arranging teas & coffees for all visitors and ordering of catering.

· Provide administration support for a variety of vendor documentation including maintenance, catering,

security, cleaning and plant equipment vendors and waste management.

· Assist with local travel requests within Cashel in terms of car service and local hotel queries.

· To undertake routine office and administration tasks and duties as directed.

· To operate general office equipment e.g. photocopier/computer/coffee machines etc.

· To sort and distribute mail correspondence.

· Ensure accurate recording and processing of all invoices that are received by post or email.

· Manage invoices on Yooz system. Including generating POs, saving down invoices before sending to finance and following up on payment queries payment.

· Manage office facilities budget, provide monthly updates to facilities manager and assist with end of year budget review.

· Assist in the planning, coordination, and implementation of ESG initiatives across the organisation.

· Coordinate with facility vendors, including HVAC providers, to ensure timely completion of maintenance activities at the Cashel office.

· Assist with maintaining and update register of all First Aiders and Fire Wardens and organise refresher

training courses as necessary.

· Providing general assistance to the Marketing team with any required tasks.

· You will also be expected to act as business support to other teams when the need arises.

Education:

· Leaving Certificate or equivalent.

Experience, Knowledge, skill, and/or ability required:

· Experience with standard work routines which have involved the use of simple office equipment or

machines preferably in a busy office environment.

· Experience working in a fast-paced office and understanding the importance of maintaining high

Standards.

· Ability to work independently with specific tasks and activities.

· Ability to manage time effectively and to prioritise workloads effectively.

· Excellent telephone skills and the ability to respond positively and effectively with internal and external

people. Competent in taking and forwarding messages accurately and promptly

Competencies:

· Adaptability/Flexibility

· Communication

· Customer Service

· Dependability

· Integrity/Ethics

· Self-Development

· Decision Making/Judgment

· Initiative

· Organization Savvy

· Problem Solving/Analysis

· Sense of Urgency

Experience:

Minimum 2 years’ experience in a similar position.

Computer Skills:

· Proficiency in the MS Office Suite including Outlook, Word, Excel and PowerPoint preferred.

· Experience using a system to generate purchase orders & upload invoices.

· Proficiency in Salesforce or other CRM system is a bonus but not required.