Office Coordinator

We're looking to add an Office Coordinator to our Head Office team: to provide a warm Provincial welcome in the new Dublin office and to ensure the office runs smoothly.

As the  Officer Coordinator , you will represent the heartbeat of the company, working as part of the HQ team and closely with colleagues throughout Head Office, ensuring the office runs smoothly and efficiently. You will assist with administrative tasks and coordinate the meeting space, events and any walk ins to the office.

About the Job

You will be based in our office in Ballsbridge, opening the office in the morning and having a presence in the office during office working hours, Monday to Friday.

Responsibilities

• Opening and closing the office each day. Providing a presence and welcome for both the HQ team, employees, clients and visitors.
• Answering and transferring calls to company standard.
• Processing mail and deliveries, and organising couriers
• Management of Uniform Process including stock takes, ordering and liaising with HR to check requirements for new employees and managing requests for uniform replacements through TimeGate requests.
• Management of office stationery including ordering and stock takes.
• Represent Provincial on the phone, face-to-face, and via email in a professional, courteous, and confidential manner. You will handle client and candidate enquiries and correspondence ensuring clear and efficient communication. Handling telephone queries and walk ins from employees and ensuring their queries are triaged and passed to the correct person.
• Ensure the office is presented professionally and oversee the cleaning and maintenance as well as any other service providers such as phone service, wifi, catering, confidential shredding, refuse removal and ad hoc maintenance.
• Organise the meeting and office workspaces; ensuring all are ready for the day's business and provide any refreshments or additional support.
• Oversee the meeting space bookings system.
• Organise office and off site events as required.
• Any other tasks as required in the office

  We're looking for people who have

• At least 2 years experience in a similar role
• Excellent knowledge in Microsoft Office suite
• Administration experience in a fast-paced environment
• Ability to organise and manage their own workload and time management
• Discreet and professional manner, ensuring confidentiality is maintained at all times
• Excellent communication and interpersonal skills
• Can do attitude and initiative to deliver
• Building relationships at all levels of business
• Ability to work as part of team

Why Work With Us? 

• Comprehensive company induction and onsite training to support you in your journey with us 
• Competitive salary 
• Peace of mind with our wellness scheme, including cover for GP and dental expenses
• EAP app with counselling, wellbeing supports and discounts for shopping, holidays and more
• Career development through training and education programmes
• Friendly and inclusive workplace culture in line with our Core Values
• Team building activities, including soccer tournaments, volunteering days, summer BBQ and other company-wide events
• Paid maternity leave, including top-up payments and paid paternity leave

Looking after our team is important to us. As well as the benefits listed above, we also offer holidays, pension scheme, bike to work scheme, mental health supports, refer a friend scheme, Christmas savings club and more. If there's something important to you not listed above, talk to our team.

At Provincial, we embrace diversity and create an environment where everyone, regardless of gender, sexual orientation, cultural background or disability, can flourish and succeed. If you don't meet all the criteria, don't worry; we welcome individuals of all genders, nationalities, and sexualities to apply for positions within our company. Your journey with us begins when you believe in yourself and in the endless possibilities we offer.