Office Coordinator

Location: On site / Saint Kevin's, Dublin, Co. Dublin, D02 FW54, Ireland
job type: Permanent / Full-time
Sector and subsector: Business Support Office Management
Salary: Negotiable salary

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're looking for a grounded, people-first Office Coordinator to become the operational backbone of FUEL HQ. This role will support and report directly to the HQ Experience Manager & EA and execute the day-to day HQ operational delivery tasks. They are responsible for maintaining an atmosphere of order, calm, and tranquility for both FUEL's clients and our busy internal team.

Key Responsibilities

• 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. Proactively maintain the physical aesthetic of HQ, enforcing cleanliness and accountability procedures to ensure the space is always client ready.
• 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.
• In house Event 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.
• Sustainability: Support the HQ Experience Manager & EA with sustainable initiatives and monitoring. Actively look for ways to help FUEL reduce their carbon footprint within HQ.

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 day to day Health & Safety Officer and Chief Fire Warden for HQ - responsible for day to day execution and compliance tracking. 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.
• Office Improvements & Expansion: Assist Founders and HQ Experience Manager & EA with the planning and executing of any potential office expansions as our physical footprint evolves.
• Office Subsistence: Manage all general office subsistence and stationery stock levels. Keep the kitchens and bathrooms well stocked and managed within budget.
• Maintenance: Organise and manage relationships with building maintenance and external repair contractors when necessary.

Executive & Client Support

• Leadership Assistant: Provide ad hoc administrative support to HQ Experience Manager & EA and Leadership team (e.g., booking travel, managing specific diary requirements, ad hoc tasks).
• Support the HQ Experience Manager & 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.

Other

• Internal Comms: Handle all office related announcements, including disruptions caused by events or maintenance.
• AI Power User: Assist the HQ Experience Manager & EA in researching and implementing AI enabled tools for daily tasks (e.g., automated inventory tracking, smart scheduling or document management). Support in researching and implementing AI enabled tools for daily tasks, such as automated inventory tracking, smart scheduling or document management. A curiosity about emerging tools is welcome.
• Social & Wellness: Support the HQ Experience Manager & EA in delivering the annual social & wellness schedule for the FUEL Team.
• D&I and Policy: Cultivate a psychologically safe environment and in collaboration with HR - ensure office policies evolve as the agency scales.

The Ideal Candidate

• Experience: 1-3 years in a hands on PA, administration, office management, or premium hospitality environment (cafe, bar or event venue).
• Tech Savvy: A strong interest in productivity tools and a willingness to embrace AI enabled workflows to streamline office tasks.
• The "Soft & Firm" Balance: An approachable, positive force with the "soft skills" to support a busy team and the "firm hand" to maintain office standards.
• Service Oriented: A passion for anticipatory service-seeing a need (a low snack level, a messy space, a confused guest) before it becomes an issue.
• Physical Agility: Ability to balance desk based admin with physical tasks like event load ins and facility management.
• Discreet and Professional: You'll be exposed to confidential client and business information.

Soft Skills & Attributes

• Anticipatory Service: You see a need before it becomes a problem - a low snack level, a messy corner, a confused guest.
• Adaptability: You can move from a sustainability report to an event load in without missing a beat.
• High Emotional Intelligence: You can read the room and maintain a sense of calm 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.
• Solution Oriented: A practical, positive approach to office hiccups - from tech glitches to maintenance emergencies.
• Location: Heart of Dublin 2 (Excellent transport links).
• Benefits: Competitive Salary, Work Phone/Laptop, Time in Lieu (TIL), Dog friendly office, Birthday day off and regular Social/Wellbeing events.

The administrator of your data is FUEL with its registered office in Dublin, Ireland. The data is collected for the purposes of recruitment for the position given in the advertisement, it can also be processed in future recruitment processes with your additional consent. Providing personal information is voluntary. You have the right to access the data, correct or delete it. Detailed information on the processing of personal data by FUEL can be found in the principles of data processing in Cezanne Recruitment and our Privacy Policy. I agree to the processing of my personal data by FUEL for the purposes of this recruitment process for the position specified in the advertisement. By applying to this job you accept the Privacy Policy