Overview of FUEL FUEL is an Irish experience and entertainment agency.
We deliver award-winning employee experiences and standout brand campaigns to culture-driven content and Ireland's biggest festivals; we create unforgettable moments for world-renowned brands, global clients, and audiences home and abroad.
Overview of Role We are looking for a high-energy, multifaceted Office Manager on a full-time permanent basis who acts as the heartbeat of FUEL HQ.
This is a hybrid role blending high-level operational management and front-of-house hospitality.
The Office Manager is the guardian of our physical space-responsible for maintaining an atmosphere of order, calm, and tranquility for both FUEL's clients and our busy internal team.
Key Responsibilities of the Office Manager include but are not limited to: HQ Oversight Hospitality The "First Port of Call": Manage reception duties; greeting clients and team members with warmth, handling deliveries and managing guest arrivals.
Atmosphere Standards: Oversee the smooth running of FUEL HQ.
You are responsible for enforcing office cleanliness and accountability procedures, ensuring we always put our best foot forward.
Meeting Excellence: Manage the meeting room schedule and set-up (water, snacks, lunches).
You'll be the primary host; making tea/coffee and showing guests to their meeting rooms.
Barista: Act as our resident barista; deliver high-quality coffee and manage machine maintenance.
Environment Management: Proactively manage the office environment to maintain a sense of order and calm, especially during busy production periods.
Facilities, Operations Health Safety Boots on the Ground: Provide 100% on-site presence.
You are the "pair of hands" for the team, offering operational support and fostering a positive friendly atmosphere.
H S Compliance: Act as the Chief Fire Warden and Health Safety Officer.
Ensure full compliance with HSA workplace regulations, maintain office security, and lead fire safety awareness.
Security Access Lead: Primary responsibility for ensuring the office is opened and closed properly each day.
This includes training all designated key holders on procedures and ensuring accountability for building security.
Vendor Utility Management: Manage all contract and price negotiations with office vendors and utility providers (Internet, Security, Fruit/Snacks, Cleaning, Waste, etc.).
Stay updated on market offerings to ensure FUEL receives maximum value.
Office Improvements Expansion: Project lead for all office improvements and refurbishments.
In collaboration with FUEL Founders, you will play a key role in planning and executing any potential office expansions as our physical footprint evolves.
Office Subsistence: Oversee and manage all general office subsistence and stationery orders.
Keep the kitchens and bathrooms well-stocked and managed within budget.
Maintenance: Organise and manage relationships with building maintenance and external repair contractors as needed.
IT Asset Management: Manage vendor accounts for hardware and telecommunications, including procurement of phones, IT equipment and managing travel add-ons.
Sustainability Process Implementation Sustainability Lead: Implement and manage eco-friendly office operations (e.g., waste reduction, energy-saving initiatives, and sustainable procurement).
Process Improvement: Identify operational inefficiencies and implement new processes to streamline how the office and venue function.
Reporting: Track office resource consumption and suggest ways to reduce FUEL's carbon footprint in HQ.
Venue Logistics Venue Management: Lead the successful set-up and take-down of all internal events held at HQ.
Production Liaison: Guide event leads on best practices and production schedules; offer in-person support for the execution of HQ-based events.
Logistics AV: Support the logistics and AV teams with load-ins and load-outs.
Stock Storage: Manage the stock room and optimise limited storage space, liaising with the Warehouse Manager for off-site needs.
Content Capture: Support the marketing team by capturing "behind-the-scenes" social media content during in-house events and office activations.
Executive Client Support Leadership Assistant: Provide ad hoc administrative support to Directors EA and Leadership team (e.g., booking travel, managing specific diary requirements, ad hoc tasks).
Support the Directors' EA in the sourcing and delivery of bespoke, high-value client gifts; this includes managing vendor relationships, ensuring brand-aligned personalisation, and overseeing complex domestic and international shipping logistics with total discretion Client Concierge: Act as a dedicated support for visiting clients-booking taxis, arranging hotel stays, and handling general ad hoc requests to ensure a seamless FUEL experience.
People Culture FUEL Academy: Collaborate with HR and Operations to track and schedule the annual FUEL Academy upskilling program.
Internal Comms: Handle all office-related announcements, including disruptions caused by events or maintenance.
Social Wellness: Support the Sports Social Committee in delivering the wellness schedule at HQ.
D I and Policy: Cultivate a psychologically safe environment and in collaboration with HR- ensure office policies evolve as the agency scales.
Support the HR Department in executing the employee gifting lifecycle; birthdays, milestones, and seasonal rewards Managing internal FUEL "swag" inventory.
The Ideal Candidate 1-3 years of experience in a hands-on Office Managerment, EA, office, cafe, bar or event venue environment, with a proven track record of managing daily operations and customer flow.
An approachable, encouraging, and positive force who possesses the "soft skills" to support a team and the "firm hand" to maintain office order.
A strong interest in or understanding of HSA workplace regulations Barista experience is a significant advantage; a passion for high-level guest service is essential.
Comfortable with vendor negotiation and budget management Ability to balance executive assistant duties with physical event support and facilities management Soft Skills Attributes Anticipatory Service: The ability to see a need before it arises Adaptability: moving from a sustainability report to a logistics load-in with ease High Emotional Intelligence (EQ): Able to read the room and maintain a sense of "tranquility" even when the agency is in high-pressure delivery mode.
Exceptional Communication: Articulate and warm in person, while being clear and professional in written internal announcements.
Problem-Solving Pro: A solution-oriented approach to office "hiccups," from tech glitches to maintenance emergencies.
Working Hours Perks Hours: Mon-Thu (9:00 am - 5:30 pm), Fri (9:00 am - 5:00 pm).
Occasional overtime for events.
Location: Heart of Dublin 2 (Excellent transport links).
Benefits: Competitive salary, work phone laptop, time in lieu (TIL), dog-friendly office, birthday day-off, Bike2work scheme and regular social/wellbeing events.