Property & Workplace Assistant
The role is based within the Property & Workplace group in the Dublin office, working across various departments to provide support to colleagues and clients.
Property and Workplace provides general and logistic support to the Office Manager.
This role will enable the successful applicant to work across the various functions to build a wide range of skills and experience within a business support function.
Good communication skills and a high level of professionalism are required to fulfil the role.
MAIN DUTIES AND RESPONSIBILITIES
- Follow all internal procedural guidelines
- Provide administrative support as required including filing, scheduling events, data entry, and invoice support
- Completion of training to ensure both technical and personal skill development
- Organising national and international courier deliveries
- Records management (archiving) requests and returns as required
- Porterage of external and internal deliveries as required
- Engage with approved suppliers to ensure stock levels within the office are maintained (stationary, canteen supplies etc.)
- Liaising with and assisting in sourcing suppliers as required
- Organising access of contractors onsite and ensuring works are met to a high standard
- Supervision of contractors on site where necessary, occasionally outside office hours
- Liaising with Building Manager in relation to security and property access
- Assisting with meeting room set up, liaising with IT to ensure all necessary hybrid requirements are in place, liaising with Reception to ensure all catering orders/set up are in place
- Ensuring internal and external meetings rooms have correct layout/number of seating, stationary etc
- Assisting with event organisation set up, including furniture removal/installation and room layout
- Assisting other locations (DLA Piper offices) in booking external venues/restaurants/hotels
- Read and understand the requirements of the firm's Health and Safety policy and ensure that it is applied appropriately
- Participating in routine weekly and monthly floor inspections to ensure areas are compliant with Health & Safety and Office regulations
- Ensuring staff Health and Safety notice boards are kept up to date with relevant information
- Ensuring common area facilities are well maintained and kept clear
- Involvement in internal and external ISO environmental audits and ensuring the office is as sustainable as possible, including logging ISO information from Landlord
- Assisting in following up on action lists from ISO and Health and Safety audits
- Attending training sessions in relation to ISO
- Organising Health & Safety Training including First Aid, Fire Marshalling and Manual Handling training
- Organising routine fire drills with the Building Manager and logging the report regarding same centrally
- Assisting with SHE (Sustainability, Health & Environment) Staff Training and Induction, including Ergonomic Desk Assessments
- Assisting with routine repair and maintenance works
- Participating in monthly Property and Workplace Team calls
- To undertake ad hoc duties from time to time in accordance with business needs, as identified by the Office Manager
ABOUT YOU
- Good level of IT knowledge with an understanding of file structures and a wide range of applications
- Be educated to Leaving Certificate level or equivalent standard
- Confident and able to build trust and rapport to develop effective relationships
- Able to handle multiple priorities, working to sometimes conflicting timescales in a fast-paced and challenging environment
- Ability to stay calm and composed in often demanding situations
- Focus on continued personal development and ensuring all training requirements are up to date
- Polite, professional and friendly
- Good communicator- both written and verbally
- Customer service focused
- Enthusiastic with a 'can do' attitude
- Good timekeeping and attendance