Overall purpose of the role:

• Providing office management and facilities management services to the business, our employees, our clients and visitors to the office.

• Leading the firm in facilitating successful and productive working relationships between all key stakeholders, end users, the wider facilities management team and service providers.
• Supporting the firm in acting as the interface between the core business and the office and facilities management providers, and filter requests for change from both parties.
• Supporting the development and implementation of changes to contracted services to improve service quality, which reflects best practice office and facilities management. 
• Aiding the firm in creating and fostering a partnership approach with the Service Providers built on co-operation, close liaison, honesty and information transparency. 
• Assisting with the monitoring, auditing and checking of the currency of the Service Provider’s quality management, performance monitoring and management information systems. Ensure that the Service Provider monitors its own service delivery in accordance with its quality management regime.

Key responsibilities include, but are not limited to:

• Office Operations: Oversee the smooth running of the office, including facilities management, supplies, and maintenance.
• Client Interaction: Greet and assist clients and visitors, ensuring a professional and welcoming experience.

• Post & Deliveries: Manage all incoming and outgoing correspondence and external deliveries to include: 
  • Sorting, scanning and renaming of incoming post;
  • Attending to all courier collections throughout the day; logging, scanning and delivering to specific department personnel;
  • Collecting outgoing post, packages and other items for franking;
  • Attending to all external deliveries required throughout the day;
  • Delivering urgent items or packages to other businesses and/or An Post in surrounding areas;
  • Attending to banking duties as required;
  • Attending to filing documents in the Central Office or Four Courts, as required.
  • Managing incoming and outgoing mail and courier services.
• Stakeholder Management: Liaise with internal groups such as IT and HR to provide support such as assisting with onsite IT projects regarding our AV meeting room equipment, stock, testing and onsite presentations / event room set up and providing support to the HR team with new starters joining the business. Act as the point of contact with third-party vendors, building management, and service providers.
• Meeting Coordination: Organise meeting rooms, refreshments, and AV equipment as required.
• Office Point of Contact: Act as a point of contact for all internal queries/processes.
• Office Equipment: Operate office machinery, copiers, binding machines, etc. as required. Manage paper jam clears on printers and copiers, replace paper, cartridges and toners.
• Administrative Support: Provide general administrative support to the business to include organising travel and accommodation, managing, monitoring and ordering inventory as required, filing / organising office management records, invoices and other important documentation.
• Health & Safety: Ensure compliance with health and safety regulations, act as the firms First Aider and maintain a safe working environment.
• Process Improvement: Identify and implement improvements to office procedures and systems.
• Ad hoc: Other ad hoc activities as required.

The successful candidate will have the following skills and experience:

• Previous experience in office management or a similar administrative role, ideally in a professional services environment;
• Be reliable, conscientious and proactive;
• Excellent English and a strong attention to detail;
• Be flexible and able to prioritise tasks effectively;
• Strong written and verbal communication skills;
• Have a methodical approach;
• Proficient in problem solving and basic troubleshooting skills;
• Be capable of working to deadlines;
• Well organised and comfortable working in a fast-paced environment;
• Be able to work independently without supervision, but also collectively as part of a team;

Manual handling certificate desireable but not essential.

Fieldfisher is an equal opportunity employer.

Competitive salary and compensation package offered.

OUR VALUES

Our Values are at the heart of everything we do, and we commit to upholding these Values to each other, to our clients and to our communities.

Please note Fieldfisher LLP aims to ensure equality of opportunity and we are actively working towards improving the diversity of our staff.  All applications will only be considered on merit and the applicant's suitability to meet the requirements of the role.