Office Coordinator
Operations Dublin, Ireland
About Liferay
Liferay, Inc. is a uniquely profitable B2B enterprise software company with 1,200+ fiery-eyed employees all across Europe, the Americas, the Middle East, Asia, and Africa. As a renowned provider of enterprise open source technologies, we have been recognized by Gartner for empowering businesses around the world to solve complex digital challenges. Liferay Experience Cloud is an all-in-one solution that unites our Liferay DXP and cloud platform capabilities with built-in analytics and B2B commerce functionality, reducing the time to market and allowing for accelerated innovation - serving notable customers across the globe such as Airbus, US Bank, Honda, and Desjardins.
But we don’t just make awesome software, we are also fueled by a greater-than-profit vision. By building a vibrant business, making technology useful, and investing in communities, we make it possible for people to reach their full potential to serve others. We give our employees five days off to volunteer at charities they’re excited about, and Liferay donates 10% of our profits to charities around the world. Oh, we’re also self-funded which gives us the freedom to work on whatever we think brings the most value to customers and communities in the long run!
About You and this Role
This role is a part time, permanent contract.
The Office Coordinator will provide essential operational and administrative support to ensure smooth day-to-day operations of Liferay International working 20 hours per week. As an Office Coordinator at Liferay, you will report directly to the People Services Lead in Dublin, and work cross-functionally with HR, Finance ,Operations and IT to improve the productivity of the Dublin office. The ideal candidate is a proactive thinker , has a keen eye for detail, prioritizing accuracy over speed, and will be willing to sense-check their own work. This role is ideally suited to someone seeking opportunity to grow their skills in a back office role, and has an interest in gaining exposure to the software industry.
Key Objectives
- Manage and acquire all company assets in the management of employee headcount.
- Manage and maintain office space, including scheduling cleaning services and handling minor repairs.
- Work collaboratively with the Management Team on all office plans and logistics.
- Engage with suppliers and coordinate with Management on all company & employee events.
- Arrange domestic and international travel for local and global colleagues
- Management of facilities, including supplies, cleaning services, utilities, etc.
- Identify opportunities to streamline administrative processes and improve overall office efficiency.
- Develop and implement new procedures to optimize workflow and resource allocation.
- Collaborate with the General Manager in the UK and other EMEA offices to identify and address administrative needs.
- Support HR with new employee onboarding, including IT equipment setup (laptops) and access provisioning.
- Support health and safety regulations and manage compliance.
- Responsible for the reception of clients and the attention of corporate calls.
- Review and monitoring of billing cycles for company credit cards and associated subscriptions.
- Assistance with office administration (including office supplies ordering, postage & couriers, filing).
- Administer and coordinate expense approvals
- Acquire document signatures - review, format and manage the signature process, liaising with the legal department to ensure all documents are legal approved.
- Ad-hoc duties related to finance / administration.
Required Qualifications
- Proven organisational and time management skills with the ability to prioritise and manage multiple tasks effectively.
- Excellent communication and interpersonal skills, with the ability to build rapport with colleagues at all levels.
- Proficiency in Google Suite (Gmail, Google Drive) & Microsoft Office Suite (Word, Excel, PowerPoint,)
- Strong problem-solving skills and a proactive approach to finding solutions.
- Ability to work independently and as part of a team.
- A positive and can-do attitude with a commitment to providing excellent service.
Preferred Qualifications
- 1+ years of experience in an administrative or office coordination role.
- Experience in setting up procedures that enhance efficiency
What We Offer
- Salary package w/ competitive benefits according to qualifications and experience
- Opportunities to take responsibility, grow professionally, and Stay Nerdy
- A positive and collaborative work culture
- Check out what employees say about us on Glassdoor
Equal Opportunities Employer - Statement
Liferay is committed to the equal treatment of all candidates, customers and employees and to fostering a culture of dignity at work. Our operating procedure provides for equal opportunities in recruitment and employment with the aim to eliminate discrimination against any job applicant or employee on the basis of race, age, sexual orientation, gender, religion or beliefs, marital or civil partnerships status, family or dependency status, disability, pregnancy and maternity or membership of a traveling community.