Office Manager

The Position

ElectroRoute is seeking to hire an Office Operations Executive to manage the daily operation functions of the office. This role involves a blend of office management, international travel arrangements and front of house duties.

Front Office Responsibilities

• The Office Operations Executive is the first point of contact for visitors and clients, ensuring a welcoming and professional environment.
• Managing incoming calls and emails, dealing with external and internal mail and couriers, meeting room management.
• Office Supplies Management: Monitor and maintain office supplies inventory, ensuring that the reception area and other offices are fully stocked.

• Office administration: filing invoices/receipts and completing managerial credit card expenses and filing and document management in office
• Provision of an effective and efficient administrative support service including diary management and secretarial duties.        Provide administrative support to other departments as required, including coordinating events or assisting with special projects.
• Event Management: Manage and coordinate Internal events, while liaising with the management team. You will also be involved with assisting on coordinating for external industry events to include sponsorship, advertisements and speaking opportunities.

Operations Coordination

• The Office Operations Executive is responsible for managing and coordinating all aspects of travel arrangements for employees, clients, and executives. This will include travel operations including flights, other forms of transport and accommodation as required.
• Prepare detailed travel itineraries, ensuring they include all relevant travel details, including flight schedules, hotel bookings, transportation, and meeting arrangements. Ensure all travel bookings adhere to company policies and guidelines, maintaining accurate records and staying within budget constraints.
• Act as the point of contact for employees and executives for any travel-related issues, including flight delays, cancellations, or changes to travel arrangements.
• Maintain records of all travel bookings, cancellations, and expenses. Generate regular reports for management and finance teams as needed.
• Stay informed of global travel advisories and risks, advising employees on safety measures and making adjustments to travel plans as necessary.
• Serve as the primary point of contact for all travel inquiries, offering assistance before, during, and after travel to ensure a seamless experience.

Office Management

• Responsible for overseeing the day-to-day operations of the office environment, ensuring the facilities are well-maintained, and that the office runs smoothly and efficiently.
• Landlord management, ensuring facilities are fit for purpose, coordinating services into offices such as telecoms/electricity, ordering stationery, repair, and installation of office equipment, coordinating office cleaning requirements, etc
• Health and Safety: Ensure that office health and safety standards are met, including fire safety procedures, first aid kit availability, and conduct regular inspections of the office and facilities to ensure compliance with health, safety, and environmental regulations.
• Oversight of all offices including Letterkenny, London and support to Tokyo as required
• Reporting on quarterly consumption and sustainability reporting
• Security system management – access card system and liaising with building security.
• Contract and Lease management.

Other Duties

• Maintain and update company website, i.e. posting blogs and vacancies etc.
• Managing the company’s social media accounts -LinkedIn.
• Liaising with graphic designers to create marketing materials e.g. posters, brochures, banners, invitations, and other promotional materials.

The Successful Candidate should be able to demonstrate the following:

• 5 years’ experience in office administration, operations management, customer service or a similar role is preferred.
• Competent with managing front office responsibilities including managing email, phone, visitors and office administration.
• Excellent administrative and organisational skills essential.
• Clear and effective verbal and written communication, including dealing with internal teams, clients, and vendors.
• Ability to identify issues quickly and implement solutions to keep office operations running smoothly.
• Ensuring accuracy in data entry, managing schedules, and overseeing the office’s day-to-day tasks.
• Familiarity with Microsoft Office Suite (Word, Excel, PowerPoint)

Personal Attributes:

• Proactive and Independent: Ability to take initiative and work autonomously while managing various tasks.
• Professionalism: A professional attitude and approach, both internally with colleagues and externally with clients and vendors.
• Adaptability: Flexibility to adapt to changing environments and manage unforeseen challenges.
• Confidentiality: Ability to handle sensitive information discreetly and professionally.