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Waystone leads the way in specialist services for the asset management industry. Partnering with institutional investors, investment funds and asset managers, Waystone builds, supports and protects investment structures and strategies worldwide. With over 20 years’ experience and a comprehensive range of specialist services to its name, Waystone is now serving assets under management in excess of $2Tn. Waystone provides its clients with the guidance and tools to allow them to focus on managing their investment goals with confidence.
Summary
The Workplace Coordinator will work closely with the Global Real Estate & Facilities team and help maintain the smooth running of the Cashel office. This role will be split between the Real Estate and Facilities team and with other teams in the business as and when project work may arise.
Essential Duties And Responsibilities
* Work alongside the Global Real Estate & Facilities team supporting and providing coverage as required.
* Receive reception duties: answering telephones, responding to emails, face‑to‑face enquiries, signing in visitors, providing refreshments, photocopying, clerical duties.
* Meet and greet all visitors.
* Prepare meeting rooms, arrange teas & coffees for all visitors and order catering.
* Provide administration support for vendor documentation including maintenance, catering, security, cleaning and plant equipment vendors and waste management.
* Assist with local travel requests within Cashel in terms of car service and local hotel queries.
* Carry out routine office and administration tasks and duties as directed.
* Operate general office equipment (photocopier, computer, coffee machine, etc.).
* Sort and distribute mail correspondence.
* Ensure accurate recording and processing of all invoices received by post or email.
* Manage invoices on the Yooz system: generating POs, saving down invoices before sending to finance and following up on payment queries.
* Manage office facilities budget, provide monthly updates to facilities manager and assist with end‑of‑year budget review.
* Assist in planning, coordinating, and implementing ESG initiatives across the organisation.
* Coordinate with facility vendors, including HVAC providers, to ensure timely completion of maintenance activities at the Cashel office.
* Maintain and update register of all First Aiders and Fire Wardens and organise refresher training courses as necessary.
* Provide general assistance to the Marketing team with any required tasks.
* Act as business support to other teams when the need arises.
Education
* Leaving Certificate or equivalent.
Experience, Knowledge, Skill, And/or Ability Required
* Experience with standard work routines involving the use of simple office equipment or machines, preferably in a busy office environment.
* Experience working in a fast‑paced office and understanding the importance of maintaining high standards.
* Ability to work independently with specific tasks and activities.
* Ability to manage time effectively and prioritise workloads.
* Excellent telephone skills and the ability to respond positively and effectively with internal and external people. Competent in taking and forwarding messages accurately and promptly.
Competencies
* Adaptability/Flexibility
* Communication
* Customer Service
* Dependability
* Integrity/Ethics
* Self-Development
* Decision Making/Judgment
* Initiative
* Organisation Savvy
* Problem Solving/Analysis
* Sense of Urgency
Experience
Minimum 2 years’ experience in a similar position.
Computer Skills
* Proficiency in the MS Office Suite including Outlook, Word, Excel and PowerPoint preferred.
* Experience using a system to generate purchase orders & upload invoices.
* Proficiency in Salesforce or other CRM system is a bonus but not required.
Seniority level
Entry level
Employment type
Full‑time
Job function
Management and Manufacturing
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