Office Coordinator

The Cork Office serves as eSentire’s European Headquarters and a Service Delivery Centre of Excellence, encompassing our Security Operations Centre (SOC), Threat Response Unit, Support Centre, Customer Success and Systems teams with a headcount of approximately 50 individuals. The office operates as a base for teams in Ireland, with scheduled in-office days on Tuesdays/Wednesdays/Thursdays, with team members working between 6:00 am and 11:00 pm. Additionally, the office hosts Customer and Partner Visits/tours and welcomes internal visitors from other offices.

Position Overview:

Due to continued growth, we are seeking an Office Coordinator to contribute to the efficient management of the office. This multifaceted role covers several areas, including Office Coordination, Facilities and Supplier Management, General Administrative and Executive Assistant support.

This is a full-time, on-site position, based in our Cork, Ireland office.

Core Responsibilities

• Welcoming, screening and managing all inbound visitors, ensuring the enforcement of strict physical office security policies and procedures including electronic registration of each visitor.
• Managing regular office supplies, including food/drink and stationery. Collaborating with suppliers to manage order volumes and receive and check incoming deliveries.
• Collaborating directly with external office contractors and suppliers to ensure all office cleaning, repairs and building maintenance needs are addressed. This includes electrical work, building repair, cooling/heating, waste management, catering and cleaning.
• Managing recurring office maintenance inspections, including elevator, fire equipment and backup generator, collaborating with relevant external contractors; acting on any items highlighted in maintenance reports.
• Receiving quotations and invoices from suppliers, raising purchase requests, and liaising with our finance and global facilities teams for office operational and capital expenditure.
• Managing office expense reports and receipts, including petty cash.
• Being responsible for routine weekly tasks such as filling drink fridges, refilling coffee and tidying kitchens and cafeteria spaces.
• Assisting with coordinator tasks for our Security Operations Centre (SOC) team in Ireland. Duties include:
  • Tracking and approving employee time off in adherence with minimum staffing guidelines.
  • Managing scheduling shortages and overtime.
  • Tracking, monitoring, and reporting illness, vacation, leaves, and any other absences.
  • Submitting payroll timesheets.
  • Collaborating with local SOC Leadership on various administrative tasks.

Other Responsibilities

• Assisting with the organization of local and company-wide social events, including booking venues, transport, and accommodation.
• Assisting with logistics for incoming visitors, including client/partner tours.
• Contributing to the development and implementation of office policies, programs, and procedures.
• Providing executive assistant support to local Cork leadership with miscellaneous tasks as required, such as making travel arrangements.
• Assisting with compliance of health and safety regulations which may require participation in the Global Joint Health and Safety Committee.
• Performing other duties relevant to the position, as assigned.

Skills/Requirements

• 3+ years of experience in an administrative role.
• Experience with office or facilities management, including working with suppliers and contractors, with strong knowledge of office procedures and practices.
• Solid computer skills, with proficiency in the Microsoft Office Suite (Outlook, Word, Excel).
• Experience using Finance applications for managing expenses and purchase requests (e.g. SAP Concur, NetSuite) would be beneficial.
• Aptitude to learn new computer applications relevant to the role is essential.
• Strong written and verbal skills to communicate with all levels of the organization.
• Keen attention to detail and exceptional organisational and time management skills.
• Resourceful and flexible, demonstrating initiative and autonomy in task execution. First Aid skills and/or certificates are considered assets