Office Coordinator, Dublin 8, VAC-12006
Join a leading architectural practice in Dublin 8 as their new Office Coordinator. This is a full-time, permanent role for an experienced administrator who thrives in a busy, creative studio environment. Supporting senior leadership while overseeing the day-to-day office operations, this position offers the perfect mix of executive support, office coordination, and stakeholder liaison.
🔎 About the Role:
As the Office Coordinator, you will act as the linchpin of this fast-paced studio, managing senior leadership diaries, coordinating meetings and travel, maintaining office organisation, and liaising with European teams and building management. This role suits a confident and highly organised professional with a calm, proactive approach and excellent multitasking ability.
📌 Key Responsibilities:
- Executive Support: Manage diaries, book travel, schedule meetings, and support performance review processes.
- Office Management: Maintain office supplies, systems and presentation, ensuring the workspace runs smoothly.
- Meeting & Event Prep: Set up meeting rooms, organise refreshments, and handle IT setup.
- Facilities Liaison: Act as the primary point of contact for building-related matters, working with contractors and facility managers.
- Team Coordination: Communicate regularly with other European offices and participate in inter-office planning meetings.
- Leave & Absence Tracking: Maintain records for annual leave and sick days across the team.
- Front Office Duties: Greet visitors, manage incoming/outgoing post, and handle office correspondence.
✅ What We’re Looking For:
- 5+ years’ experience in a senior administration or coordination role.
- Advanced proficiency in Microsoft Office (Word, Excel, Outlook, MS Teams).
- Proven experience with diary and travel management.
- Strong communication and interpersonal skills for dealing with senior leaders and external contacts.
- Detail-oriented, adaptable, and able to work independently.
➕Desirable:
- Experience in architecture, design, or creative industries.
- Familiarity with SharePoint and CPD/event coordination.
🕒 Working Hours:
- Monday to Friday, 8:30 AM – 5:00 PM (37.5 hours/week)
- Office-based (Dublin 8)
🎁 Benefits:
- Optional pension scheme (after probation)
- Cycle-to-Work scheme
- Enhanced maternity/paternity leave
- Employee Assistance Programme (EAP)
- CPD opportunities
- Weekly coffee mornings and team social events
- Architect-designed modern office space
- Bike parking available (no on-site car parking)
📌 Important Notes:
Applicants must currently reside in Ireland, have full legal permission to work here, and meet the experience criteria listed. We are unable to progress applications that do not meet these conditions.
📩 How to Apply:
Send your CV outlining your suitability. Early applications are encouraged as interviews will be scheduled promptly.
