Serviced Office Manager
# Serviced Office Manager **SRETAW** · DUBLIN 2, County Dublin · `On-site` 🕒 **Статус:** *Опубликовано: 12 дней назад* · *Источник: Indeed* --- ### About the Role About the Role We are looking for a proactive, organised and commercially minded Office Manager to take responsibility for the day-to-day operation of a busy serviced office centre. This is a hands-on role covering office operations, client management, finance administration, sales, marketing, facilities and team coordination. The successful candidate will be responsible for ensuring that the building runs smoothly, clients receive an excellent level of service and the centre is maintained to a consistently high professional standard. The Office Manager will act as the central point of coordination between clients, reception/admin staff, cleaning teams, contractors, suppliers, head office and the property manager. The ideal candidate will be someone who takes ownership, notices what needs to be done and makes sure it gets done. They will be comfortable dealing with clients, suppliers and contractors, managing administrative and financial tasks, conducting sales tours and overseeing the day-to-day running of the building. Key Responsibilities - Take overall responsibility for the smooth day-to-day operation of the serviced office centre. - Ensure the building is professional, welcoming, clean, safe and fully operational. - Carry out regular checks of the building, communal areas, meeting rooms, reception, kitchens and other facilities. - Identify issues before they become problems and ensure they are resolved promptly. - Coordinate with reception/admin, cleaning staff, contractors, suppliers, property management and head office. - Ensure that all members of the onsite team understand their responsibilities and complete their duties to the required standard. - Monitor the overall performance and presentation of the centre and take action where standards are not being met. - Act as the main point of contact for day-to-day operational issues within the centre. - Deal with client queries, complaints and operational issues professionally and promptly. - Ensure clients receive a consistently high standard of service. 2. Client Management & Serviced Office Operations - Manage the client journey from enquiry through to move-in, ongoing occupancy and move-out. - Assist with new client move-ins and move-outs, ensuring offices are prepared and the process is organised and professional. - Coordinate office allocation, keys/access, furniture, signage and other move-in requirements. - Maintain accurate client and office records. - Develop strong relationships with existing clients and understand their requirements. - Assist with renewals, upgrades, additional services and other opportunities with existing clients. - Ensure clients understand the services and facilities available to them. - Maintain a high level of customer satisfaction and encourage a positive community within the centre. 3. Sales & Business Development - Conduct tours of the building and serviced offices for prospective clients. - Present the building, offices, facilities and services in a professional and engaging manner. - Respond to prospective client enquiries and assist with converting enquiries into new business. - Follow up with prospective clients after tours and enquiries. - Work with head office/management on pricing, availability and commercial terms. - Maintain a good understanding of available offices, services, pricing and licence terms. - Identify opportunities to increase occupancy and revenue. - Build positive relationships with prospective and existing clients. Serviced-office centre managers are commonly expected to combine operational responsibility with sales activity, including tours, winning new business and supporting existing customer relationships. 4. Licence Agreements & Client Onboarding - Prepare and coordinate licence agreements for new clients. - Agree commercial and operational terms for licence agreements with clients and head office, within agreed authority. - Ensure all required client information and documentation is received before move-in. - Arrange signing of licence agreements and ensure records are maintained accurately. - Coordinate the client onboarding process from signed agreement through to occupation. - Liaise with head office where approval or clarification of terms is required. - Ensure licence documentation and client records are kept up to date. 5. Finance & Accounts Administration - Post supplier invoices and ensure invoices are coded and recorded correctly. - Raise client invoices in accordance with agreed licence and service terms. - Monitor outstanding client balances and proactively chase overdue payments. - Maintain accurate records of accounts receivable and supplier invoices. - Reconcile the centre's bank transactions. - Use Sage for accounting and financial administration. - Process and monitor payments through Stripe. - Create Stripe payment links where required. - Create and maintain customer accounts on RnD. - Assist with financial reporting and provide relevant information to head office/management. - Escalate significant overdue debts or financial discrepancies as appropriate. 6. Marketing & Social Media - Support the marketing of the serviced office centre and its available offices. - Create and publish engaging content for LinkedIn and Instagram. - Create posts, advertisements and promotional content for available offices and services. - Take photographs and videos of the building, offices and facilities. - Film and edit short-form video content for social media. - Create promotional material and sales brochures for the centre. - Keep marketing materials, photographs, videos and online information up to date. - Work with head office/marketing teams to ensure the centre is promoted consistently with the company brand. - Identify opportunities to promote the centre locally and generate new enquiries. 7. Facilities, Cleaning & Building Standards - Oversee the day-to-day condition and presentation of the building. - Monitor the performance of the cleaning team and ensure cleaning standards are consistently maintained. - Carry out regular inspections of communal areas, kitchens, meeting rooms, reception and other shared spaces. - Ensure maintenance issues are reported and followed through to completion. - Coordinate with reception/admin staff regarding contractor visits and building-related requirements. - Work closely with the Property Manager and approved contractors. - Monitor contractor performance and escalate issues where required. - Ensure the centre is adequately stocked with essential office and facility supplies. - Make sure any defects, repairs or operational issues are identified and dealt with promptly. Office and facilities management roles commonly include supplier management, cleaning/maintenance oversight, contractor coordination and maintaining a professional workplace environment. 8. Contractors & Compliance - Work with the reception/admin team to coordinate contractor visits. - Ensure contractors have the appropriate access and information required to carry out their work. - Maintain awareness of scheduled inspections, servicing and maintenance requirements. - Ensure building-related compliance matters are identified and followed up. - Work with the Property Manager and relevant contractors to maintain a safe and compliant working environment. - Escalate health & safety, fire safety, maintenance or compliance concerns appropriately. - Maintain appropriate records and documentation relating to the operation of the centre. - Ensure agreed contractor standards and service levels are maintained. The Office Manager is not necessarily responsible for carrying out technical compliance work themselves, but should understand how the building operates, know what needs to be maintained or inspected and make sure the appropriate people are dealing with it. This distinction is consistent with current workplace/facilities roles. 9. Team Coordination & Performance - Coordinate the day-to-day activities of the reception/admin and cleaning teams. - Ensure team members understand their responsibilities and priorities. - Monitor standards of work and address issues promptly. - Ensure reception/admin provides a professional and helpful service to clients and visitors. - Ensure the cleaning team maintains the required standard throughout the building. - Allocate tasks and follow up to ensure they are completed. - Provide feedback and escalate ongoing performance issues to management where appropriate. - Encourage a professional, positive and customer-focused culture within the centre. 10. Property Manager & Head Office Liaison - Act as the key operational link between the centre, head office and the property manager. - Provide regular updates to management on building operations, clients, contractors, maintenance and issues. - Provide information required by the property manager. - Assist with the onboarding and management of new contractors. - Ensure new contractor arrangements and agreements are approved and signed by the appropriate manager. - Escalate significant building, client, financial or operational matters to head office. - Implement company policies, procedures and standards at centre level. What We Are Looking For The successful candidate will ideally have: - Previous experience in office management, serviced offices, coworking, hospitality, facilities, property or a similar customer-facing operational environment. - Strong organisational and administrative skills. - Excellent attention to detail. - Strong communication and interpersonal skills. - Confidence dealing with clients, suppliers, contractors and senior management. - Commercial awareness and an understanding of sales and customer retention. - Experience with invoicing, credit control or general accounts administration. - Experience using Sage or similar accounting software. - Confidence using payment systems such as Stripe. - Good IT skills and ability to learn and use different systems. - Experience creating social media content would be an advantage. - Good written and verbal English. - The ability to work independently and take ownership of tasks. - The ability to prioritise and manage multiple responsibilities at the same time. - A practical, hands-on approach to problem solving. Personal Attributes We are looking for someone who is: - Proactive – sees what needs doing rather than waiting to be asked. - Organised – able to manage multiple priorities and deadlines. - Commercially minded – understands that occupancy, revenue and client retention are important to the success of the centre. - Customer-focused – takes pride in providing an excellent client experience. - Hands-on – willing to get involved in whatever is required to keep the centre running smoothly. - Professional – represents the business well with clients, suppliers and contractors. - Accountable – takes ownership of problems and follows them through to resolution. - A good communicator – able to work effectively with clients, staff, contractors, property management and head office. - A problem solver – able to make decisions and resolve day-to-day issues quickly and sensibly. Pay: €45,000.00-€50,000.00 per year Benefits: - Bike to work scheme - Company pension - Gym membership - Work from home Work Location: In person
Наблюдалась 2026-09-30, впервые 2026-09-18, источник — Indeed.