[{{ $ctrl._job.status.name | translate}}] Office Manager Galway
SiteMinder

Posted

Job description

SiteMinder is looking for a superstar Office Manager to help manage the day to day office operations in our fast-paced, fun-filled workplace in Galway’s CBD.

The role of the Office Manager will be to support SiteMinder through the organisation and coordination of office operations and procedures. The Office Manager is responsible for organizing all of the activities that facilitate the smooth running of the SiteMinder office mainly through facilities, social events and supplies management


Requirements

Day to day activities will include:

  • Ensure that SiteMinder’s office services are maintained by organising office operations and procedures, including correspondence, office maintenance, suppliers, and other general office functions.
  • Organise all office and social events, functions and meetings, including venues, food, transportation and communication with the necessary people. Chair and facilitate employee social groups inhouse, which organise social and charitable events.
  • Management of Facilities subcontractors when undertaking work in our offices and monitor maintenance work requests and follow up to ensure completion.
  • Meet and greet all visitors to SiteMinder’s office in a professional and welcoming manner and notifying the relevant employee of the visitor’s arrival.
  • Order and maintain the correct levels of office supplies, such as stationary, food, and beverages, adjusting for onsite events.
  • Participate in the new hire process, presenting an induction and ensuring that all have the correct access and that swipe cards are distributed, tracked, and recorded.
  • Take responsibility for booking all travel for SiteMinder’s employees, including local transport, flights, accommodation and travel insurance, following SiteMinder’s Travel Policy. Modifying travel arrangements as needed.
  • Assist Finance team as required, including sending supplier invoices when received to accounts payable.
  • Generate User Agreements using DocuSign from information loaded by sales team to a shared spreadsheet which needs to be monitored daily.
  • Understand the Health & Safety requirements and processes for work tasks and the elimination of workplace hazards. Ensure the office is maintained at a high standard that is compliant with Health and Safety laws, contacting the cleaners, building manager, or third parties if needed. 
  •  Assist in coordination of SiteMinder H&S committee, Fire Wardens and First Aid Officers.
  • In conjunction with the cleaners, maintain the kitchen at a hygienic level and take responsibility for the dishwasher, coffee machine, fridge and bins.
  • Collect SiteMinder’s mail daily and ensure all outgoing mail is dealt with in a timely manner.
  • General errands, administrative tasks, and data entry as required.
  • Communicate with all SiteMinder employees, providing regular updates on events or issues.
  • Assist with any other duties as required.
  • Support the Executive team, so that they are able to perform at a high level.
  • Communicate with all SiteMinder employees, providing regular updates on events or issues.
  • Continually share ideas and knowledge with the team, to up skill yourself and others around you.
  • Adopt the relevant processes, procedures and policies of SiteMinder’s to ensure a consistently high level of work. Where necessary identify short falls and suggest improvements for the process and procedures, and/or the applications.
  • Follow SiteMinder’s best practice procedures, specifically in regards to escalating safety or security concerns or any possible breach of security.
  • What you bring to the table:
  • Demonstrated experience working as an Office Manager or similar role.
  • Experience planning and organising social events.
  • Have the ability to manage multiple tasks under pressure
  • Be highly driven and ability to work in an autonomous environment
  • Strong organisational skills with attention to detail and accuracy.
  • Ownership of responsibilities and tasks, ability to prioritise tasks accordingly.
  • Professional judgment to solve issues independently within authorisation level.
  • Able to work in a proactive team environment, where ideas are shared and discussed.
  • Strong written and oral communication skills.
  • Solid work ethic.
  • Thrive in a fast-paced, agile and dynamic environment.
  • Willing to be a “go-to” person - be encouraging, understanding and respectful towards team members and other staff
  • Willingness to work extended hours to meet critical deadlines when applicable
  • Transparency of communication with management and peers.
  • To approach work with enthusiasm, energy, dedication and integrity
  • Ability to think outside the box and come up with effective ideas to improve the workplace
  • Project and event management.
  • Strong organisational skills and the ability to organise others as well as yourself
  • Attention to detail, notice things that others would miss
  • Proactive and driven, challenges the status quo to gain efficiencies Tech savvy -  familiarity with Google Drive, Gmail, Google Calendar, Google Docs and MS Office would be beneficial

  • Job type
    Full-time
    Location
    Galway, Ireland
    Department
    Other
    Languages
    English
    Starting in
    As soon as possible

    SiteMinder

    As the leading cloud platform for hotels, SiteMinder allows hotels to attract, reach and convert guests across the globe. We serve hotels of all sizes with award-winning solutions for independents and groups alike, wherever they are in the world.

    SiteMinder’s products include The Channel Manager, the industry’s leading online distribution platform; TheBookingButton, a wholly-branded booking engine for direct bookings via the web, mobile or social; Canvas, the intelligent website creator for independent hoteliers; Prophet, real-time market intelligence solution that takes the guesswork out of pricing rooms; and GDS by SiteMinder, a single-point of entry to a six-figure network of travel agents and the world’s major GDSs.

    With more than 26,000 hotel customers and 400 of the industry’s top connectivity providers as our partners, today we have presence in more than 160 countries on six continents.

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