Job Specification
Job Title:
Postroom & Administrative Coordinator
Location:
Dublin 15
Contract Type:
Full-time, Permanent
Reports To:
Facilities Manager / Regional Facilities Lead
Our client is a global leader in the digital payments and financial technology sector, renowned for innovation, operational excellence, and employee engagement.
With a strong presence in Ireland and across the EMEA region, the company fosters a collaborative, high-performing workplace culture.
The Dublin 15 office serves as a key hub in their European operations, offering modern facilities and a dynamic environment in which to grow your career.
Role Overview:
The Postroom & Administrative Coordinator will play a crucial role in supporting the efficient delivery of facilities and office support services within a fast-paced corporate environment.
The successful candidate will be responsible for managing postroom functions, assisting with day-to-day administrative operations, and providing logistical and facilities coordination to ensure the smooth running of the site.
This is a hands-on, multifaceted role requiring strong organisational skills, a proactive mindset, and a commitment to maintaining high service standards.
Key Responsibilities:
Deliver and maintain a cost-efficient and high-quality facilities service across the site
Manage all aspects of the postroom, including incoming and outgoing mail, courier services, and internal distribution
Conduct regular inspections and checks the site to uphold cleanliness, safety, and operational excellence
Coordinate and supervise contractors and vendors for facilities-related work
Support front-of-house services including reception and copy/print services
Monitor and order office supplies such as stationery, ensuring adequate stock levels
Assist in processing purchase orders and invoice validation related to facilities and office services
Provide first-line support to the EMEA helpdesk, including logging calls and handling service requests
Collate data and assist with monthly and quarterly facilities reporting and metrics
Support implementation of office moves, changes, and internal space planning
Act as a key point of contact for internal stakeholders regarding office services and workplace support
Maintain site documentation and records in compliance with internal policies
Track and review utilities consumption to support sustainability and energy management goals
Contribute to regional facilities initiatives and support local implementation of global policies
Key Skills & Competencies:
Experience in a Facilities Management or workplace services environment
Good understanding of building systems and administrative support functions
Comfortable managing service levels and contractor performance
High level of professionalism and strong interpersonal skills
Ability to multitask, prioritise workload, and meet deadlines in a fast-paced setting
Strong IT literacy, especially in Microsoft Office (Word, Excel, PowerPoint)
Proactive attitude with a focus on continuous improvement
Strong written and verbal communication skills
Detail-oriented with good problem-solving ability
Flexibility and willingness to support other tasks as required
Experience & Qualifications:
Minimum 2 years of experience in a facilities or administrative support role
Prior exposure to a Total Facilities Management (TFM) environment is desirable
Health & Safety training or certification is a plus
Membership of a recognised workplace or facilities management body (e.g., IWFM) is advantageous
Familiarity with helpdesk systems or CAFM platforms is beneficial
Willingness to travel occasionally for training or support purposes
What's on Offer:
Salary of up to €35k
Opportunity to work with a globally respected employer
Inclusive and collaborative working culture
Training and professional development opportunities
Modern workplace environment with strong sustainability credentials
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