Office Manager (12 month fixed term contract position, fully office-based)

Job Description

The LGT Dublin office is recruiting for the role of Office Manger. This is a key role with responsibility for the smooth day-to-day running of the office. This role ensures that our employees (130+) and visitors have a safe, organised, and welcoming workplace. The Office Manager coordinates office facilities, supplies, service providers, and provides on-site administration services to help the business operate efficiently.

The ideal candidate is a highly organised and reliable professional who enjoys creating a positive and efficient workplace environment. They are proactive, approachable, and able to manage a variety of tasks while maintaining excellent attention to detail.

They have strong administrative and communication skills, are confident working with employees, suppliers, and visitors, and take pride in delivering a high level of service. The successful candidate will be resourceful, flexible, and able to work independently while building positive relationships across the business.

Office Maintenance & Facilities

• Building items - point of contact with JLL & Reception (visitors, emergency calls etc)
• Managing cleaning services with outsourced service provider - point of contact for onsite cleaner (ordering supplies, managing day to day issues) Managing office maintenance - point of contact for all service/repairs to office & equipment (plumbing, sanitary services, building repairs, coffee machine, drinking water etc.)
• Monitoring & organising ongoing office upkeep - conduct regular office walkarounds/inspections to identify maintenance needs, log and plan preventive maintenance schedule
• Organising larger office maintenance items - e.g. carpet cleaning, desk moves etc
• Manage cloud canteen user list and monitor annual spend and usage

Security

• Managing visitor listings & access cards for visitors
• Alarm calls & staff training re. security
• Point of contact with building management on all security items
• Coordinate out-of-hours access and contractor access approvals

Health & Safety

• Full responsibility for management of health & safety items in office
• Fire warden training, fire drills, fire extinguisher maintenance & checks
• Organising first aid training & ensuring first aid equipment in fully stocked
• Point of contact for any emergencies & maintain accident/incident reporting log and near-miss records
• Conduct workstation/ergonomics assessments for staff as required (maternity, special cases)

Office Administration

• Communication with staff regarding office topics
• On-Site Gym - managing instruction sessions for new joiners & renewals
• Supplier management - maintain supplier/contractor register; review contracts and service levels; obtain quotes
• Invoice approval for office items
• Large bookings
• Managing booking process and supporting staff
• Aligning expense policy and travel bookings
• Oversight and approval of travel
• Communicating with staff regarding travel expectations
• Manage parking and bike storage arrangements (to include invoicing for parking app)
• Post collection, distribution, couriers & outgoing post
• Office supplies ordering & maintenance - stationery, catering items (coffee, milk etc), shredding
• Point of contact with LGT Group for Dublin office admin (branded goods, deliveries, room bookings, accommodation & travel bookings)
• Phone - be main contact for LGT Ireland phoneline (handling daily account check calls from Fund Admins)
• Support office moves, reconfigurations and space planning as needed
• Project management for long term site location
• Supporting and managing Company's second location in Dublin (when established)
• Support staff engagement and wellbeing initiatives (e.g. Christmas party/tree/gifts)
• Ensure office signage meets company law requirements
• Domiciliation services support

Travel & Accommodation Management

• Manage travel booking system (Egencia) for Dublin office employees - member admin & approvals
• Support staff with using Egenica for self-booking
• Co-ordinate large group bookings (travel + accommodation)
• supporting staff
• Aligning expense policy and travel bookings
• Oversight and approval of travel
• Communicating with staff regarding travel expectations & insurance

Additional Items

• Assisting HR with new joiner welcome packs, office orientation, health & safety items, social & training events
• Support relocation/accommodation arrangements for staff moves
• Assisting Company Secretarial team with board meeting arrangements & catering
• Executive support and diary management as needed

Requirements

• Under-Graduate degree or equivalent.
• 2+ years' experience in a Executive Support/Facility Management role.
• Strong inter-personal skills and ability to communicate effectively
• Proactive problem-solving mindset
• Ability to work independently and use initiative
• Proficiency in Microsoft Office Suite
• Highly organized and able to manage competing priorities

Contact Information

If you are interested in becoming an integral part of a successful alternative investment management team in an international, multicultural working environment we will be pleased to get to know you soon.
For further information please contact us.
Anne Marie Mac Cormack
Human Resources
LGT Capital Partners (Ireland) Ltd.
Contact:
+353 1 264 8656