Office Manager| Full Time, Permanent | In-Person|Location: SOS Group, 62 Heather Road, Dublin 18SOS Group is a leading services provider, delivering high-quality security, facilities, and operational solutions to a diverse client base. We are seeking an organised, proactive Office Manager to be the backbone of our office operations, supporting Directors and teams while ensuring a professional, efficient, and well-run workplace that reflects our commitment to excellence.Administrative & Office OperationsOversee the day-to-day operation of the office to ensure efficiency, productivity, and adherence to organisational standards.Provide comprehensive, high-level administrative support to Directors and staff, including calendar management, correspondence, document preparation, and meeting coordination.Prepare, distribute, and maintain reports, records, and documentation, ensuring accuracy, compliance, and ease of retrieval.Implement, maintain, and enforce office policies, procedures, and workflows to support consistent and effective operations.Maintain a professional, tidy, and well-organised office environment that supports staff productivity and business needs.Coordinate office layout and workspace arrangements to maximise comfort, functionality, and efficiency.Communication & Front-of-House ManagementAct as the primary point of contact for incoming calls, enquiries, and visitors, ensuring all communication is handled promptly and professionally.Monitor company phone lines and respond using approved professional greetings.Facilitate effective internal communication to ensure timely and accurate information flow across departments.Build and maintain positive working relationships with clients, customers, suppliers, and external service providers.Financial & Resource ManagementManage and monitor office budgets, including operational expenses, consumables, procurement, and fleet-related costs.Process invoices, track expenditure, and maintain accurate financial records in line with company procedures.Order, manage, and monitor office supplies, equipment, uniforms, and consumables to ensure adequate stock levels while remaining within budget guidelines.Facilities, Assets & Security ManagementOversee inventory control and the full lifecycle of office assets, including furniture, equipment, and uniforms.Coordinate maintenance, servicing, and repairs of office facilities and equipment to ensure optimal functionality and safety.Manage office security arrangements, including access control, key management, and compliance with safety and emergency procedures.Oversee Security Concierge and Cleaning services, including supplier coordination, uniform control, and service quality monitoring.Customer, Client & Helpdesk ManagementHandle client enquiries with a strong customer-focused approach, ensuring concerns and requests are addressed efficiently and professionally.Manage client portals for job requests, documentation, and Quality Assurance (QA) submissions.Collect, track, analyse, and follow up on client feedback and helpdesk enquiries to enhance service quality and customer satisfaction.IT & Systems CoordinationLiaise with IT support providers to ensure all office technology, systems, and equipment are fully operational.Coordinate the setup, deployment, and integration of IT devices, networking equipment, and required software.Assist with troubleshooting and ensure systems align with organisational IT standards and performance requirements.Fleet ManagementManage the company fleet, including vehicle scheduling, servicing, maintenance, and usage tracking.Ensure all vehicles are insured, registered, compliant, and fit for operational use.Address issues relating to vehicle condition, compliance, and driver performance.Compliance, Reporting & GovernanceEnsure compliance with legal, health and safety, and organisational requirements.Prepare and present reports for monthly quality audits, Operations meetings, Board meetings, fleet reviews, and budget reporting.Maintain accurate records to support audits, inspections, and internal reviews.Quality, Environmental & ISO ResponsibilitiesSupport and maintain compliance with ISO 9001:2015 and ISO 14001:2015 standards, including participation in audits and PSA support activities.Perform all duties in accordance with documented procedures, process requirements, and organisational policies.Maintain accurate quality and environmental documentation and records.Apply sound environmental management practices in all daily activities.Contribute to continuous improvement initiatives, corrective actions, and system enhancements.Ensure the needs and expectations of internal staff and customers are clearly understood and met.Strategic Planning, Events & Continuous ImprovementIdentify opportunities for process improvement and implement initiatives to enhance operational efficiency and service delivery.Plan, coordinate, and execute office meetings, internal functions, and corporate events.Assist with team events and team-building initiatives to support staff engagement.Marketing, Business & Executive SupportProvide direct administrative and coordination support to the marketing department and the broader business for marketing initiatives and campaigns.Assist with business support activities that contribute to brand visibility, operational growth, and organisational objectives.Corporate & Community EngagementActively participate in and support the company's charity and community engagement initiatives.Assist with planning, coordination, and on-site involvement in community events to promote corporate social responsibility and brand values.EducationDiploma in Business Administration (desirable).Desirable Qualifications:Proven experience in office management and/or administrative roles.Operational Competencies:Clear written and verbal communication skillsEnglish proficiencyHigh level of organisational skillsProficiency in Microsoft Office/CMSPractical problem-solving skillsAdaptability and flexibilityPositive, solution-focused attitudeTeam motivation and morale supportCybersecurity awareness and data protection