Workplace Services Coordinator

Job Summary

MathWorks has a hybrid work model that enables staff members to split their time between office and home. The hybrid model provides the advantage of having both in-person time with colleagues and flexible at-home life optimizations. Learn More: https://www.mathworks.com/company/jobs/resources/applying-and-interviewing.html#onboarding.

We are looking for an experienced Workplace Services Coordinator to lead the day-to-day office processes for our modern office just off Eyre Square in Galway City. You will have a strong focus on collaboration, efficiency, creativity, and excellent attention to detail. You should be an energetic professional, comfortable wearing multiple hats, and able to adapt and thrive in our growing environment.

MathWorks nurtures growth, appreciates inclusivity, encourages initiative, values teamwork, shares success, and rewards excellence.

Responsibilities

The successful candidate will be taking ownership for a broad range of responsibilities including but not limited to the following:

• Maintain office services by organizing office operations and management of day-to-day facilities, staff amenities, administration requirements, general office management and external contractors in the facility space
• Partner with internal stakeholders and build effective business relationships that contribute to MathWorks growth and ensure we provide the best workplace experience for our employees
• Oversee Internal events organization for the office including food program, special events and functions such as our Summer and Winter Outings including identifying suitable venues, managing to budget, bookings, negotiations with venues, menus, and planned activities
• Work with Recruitment and other teams to ensure a proactive new hire relocation program and on-boarding system is maintained
• Be the Health and Safety lead for the office, ensuring, among other things, that all legal and regulatory requirements are in place for fire management, evacuations, first aid, accident reporting and ergonomic assessments
• Be the point of contact for staff for all office related queries
• Manage vendor relationships for hard and soft servicesincluding cleaning, maintenance, office supplies,etc
• Operate and keep updated our internal workplace systems and projects as needed, including our occupancy planning, security/access system, maintenance management, and helpdesk ticketing system
• Lead assorted Workplace projects and assist with EMEA office initiatives as appropriate

Minimum Qualifications

• A bachelor's degree and 1 year of professional work experience (or equivalent experience) is required.

Additional Qualifications

• Bachelor's degree and or experience in facilities management, ideally including staff or customer event planning
• Worked within a tech or similar office environment
• Excellent interpersonal and team-working skills, as well as a high degree of enthusiasm, curiosity, and adaptability
• An interest in helping people, especially solving problems
• Excellent written and verbal communication skills
• The ability to use your network. If you don't know the answer, you'll collaboratively use your internal regional and global network to understand best practices and standards until you find it
• Systems experience and have good MS Excel, Word and PowerPoint skills
• Ability to be in the office 5 days a week