Office Administration Support (1 year contract)

At HedgeServ, we're redefining what's possible in fund administration. With more than $700 billion in assets under administration, we partner with the world's most forward-thinking investment managers - across private equity, private credit, endowments, hedge funds and more - to deliver seamless, tech-enabled solutions that drive performance.

Our proprietary platform, enhanced by machine learning and robotic process automation, gives clients real-time insights and unmatched control over their operations. Alongside our technology, we offer award-winning service through our team-based approach -- led by a deeply experienced team of industry experts. Our solutions span the full investment lifecycle, including fund accounting, middle office, risk, compliance, tax, and investor services.

We're a future-focused company, empowering our people through a robust career development framework, clear career trajectories with structured learning paths, training, and progression plans. We invest in leadership development and in our collaborative culture, creating space for talent to grow. Our corporate values - Relationships, Support, Innovation, and Expertise - create a sense of shared purpose and belonging, and we recognize our employees sit at the core of our success. We continue to innovate and evolve through our employees, working together to achieve our shared vision and mission.

HedgeServ supports employees through a variety of offerings, including remote and hybrid working arrangements, and fully paid comprehensive health and well-being benefits. We've been recognized as an employer of choice, earning a top 100 workplaces designation.

Founded in 2008, HedgeServ has grown into a global organization with over 2,000 experts across the globe, with offices in the United States, Grand Cayman, Ireland, Poland, Bulgaria, Luxembourg, the Philippines, and Australia. We've earned numerous accolades, including Top Overall Administrator, along with #1 rankings for providing alternative asset services in Accounting, Technology, Client Service, Investor Services, Alternative Fund Expertise, Reporting, and Regulatory Expertise.

Job Description

The Admin support team is responsible for ensuring the smooth, day to day running of the office including reception area, meeting and greeting visitors and carrying out general administration duties. The role is located in Dublin and, working as part of the wider team, provides support to all office locations. This role supports all activity from assisting employees, visitors and vendors including but not limited to general reception duties, booking and managing meeting rooms, monitor visitor access and ensure compliance with office procedures.

Key Accountabilities of the Role

Reception:

• Answering all calls to direct line and transferring to appropriate internal contact.
• Welcome and register visitors and clients to the office
• Ensure meeting rooms are prepared in advance of meetings and refreshments where required are available for meetings
• Supervise daily deliveries ensuring all receipts and dockets are retained
• Manage incoming post, couriers and distribute to appropriate teams
• Manage external post and courier services, updating daily logs
• Maintain all logs and backup supporting the office administration function.

Admin Support

• Provide support across office administration activities as required including monthly scanning, record keeping, raising and following up on POs - maintaining logs relating to POs, offsite storage and travel.
• Booking of travel and accommodation for employees
• Ordering and maintaining stationery and equipment supplies

Pre-requisite knowledge, skills and experience

• Bachelor's degree in Business Management/Workplace and Facilities Management
• Previous experience is not required; relevant experience is considered an advantage
• Able to work effectively in a time-sensitive environment with defined priorities
• Excellent oral and written communication skills
• Demonstrates organizational skills and ability to manage tasks effectively
• Demonstrates flexibility in managing tasks and priorities
• Computer literate and with strong Microsoft Excel skills
• Full training will be provided

We're proud to offer a benefits package and workplace culture designed to support your health, career ambitions and life beyond work.

• 🏥 Full private medical insurance so that you can take care of you & your family's health & wellbeing
• 🛡 Permanent health insurance/income protection as well as Life insurance, so that you can feel secure in any situation
• Employee Assistance Programme available to you and your immediate family for support on a variety of matters
• Defined contribution pension scheme with competitive employer contributions so you can look after your future
• Competitive annual holiday entitlement so that you can slow down and take some time to rest
• 🎁 Club/gym subsidy so that you can take care of your body
• Discretionary annual bonus scheme
• 💬 Referral Program - do you know someone who would like to join us? Referral bonuses are awaiting you!
• 🏠 Remote/hybrid working opportunities, or from the office
• 🧠 Tuition support for professional qualification exams that are relevant to your role including paid study and exam leave
• 🎉 Sports and Social Club - many team outings, company parties, sports activites and charity projects
• 💻 Support for workplace equipment and programs promoting mental health and wellbeing - because your comfort and health matter to us