JOB DESCRIPTION: Office Manager (Dublin) Team: Administration, Ireland Report to: Financial Controller (Toronto) Location: Dublin, Ireland Employment Type: Full time, Permanent
We are currently seeking an energetic, enthusiastic, and outgoing Office Manager. As the first point of contact for the company, the Office Manager plays a key role and must exhibit a professional demeanor when communicating with internal and external stakeholders. You will ensure that the office runs smoothly by organizing all office and administrative duties and communicating with vendors and clients on a daily basis. In this role, you will be ready for anything because you will be the “go-to” person in the office. This individual will also provide support to the Senior Leadership Team and managers in the Dublin and Toronto office. The Office Manager will report to the Financial Controller (Toronto).
Oversee the smooth running of the office.
Provide organizational assistance to senior managers in relations to Accounting, HR, Project Management, Operations.
First point of contact for all physical logistics service providers that SmartSimple engages with. (building management, telecommunications provider, maintenance, cleaning staff, etc.)
Responsible for all outgoing, incoming or interoffice calls, including answering and forwarding incoming calls, answering general inquiries, and relaying messages.
Responsible for distribution of mail, preparing and receiving courier packages, including logging and tracking the packages.
Ensure that all purchase orders, payments and invoices are submitted to Controller on a timely basis.
Work with HR Team (Toronto) to facilitate the onboarding of new hires and process payroll.
Collaborate with Marketing Team (Toronto) to assist in the planning and delivery of offsite and onsite company events with clients.
Organize, update and maintain conference room calendars and schedule meetings as requested (Zoom, WebEx, conference calls). Prepare & clean-up of conference rooms and/or meeting rooms as requested.
Order and replenish office supplies (ordering coffee, snacks, water, office furniture, and stationery, etc.).
Perform administrative work as assigned (proofreading, filing, scanning, photocopying, shredding, etc.).
Assist in the documentation of policies and procedures and the maintenance of current documentation on employee portal.
Assist in the maintenance and management of compliance activities related to SOC2 security auditing (including visitor registration, administrative compliance tasks, fire safety, etc.).
Recording and distribution of internal meeting minutes, including team meetings and committees.