Description
SS&C is a global provider of investment and financial services and software for the financial services and healthcare industries. Named to Fortune 1000 list as top U.S. company based on revenue, SS&C is headquartered in Windsor, Connecticut and has 20,000+ employees in over 90 offices in 35 countries. Some 18,000 financial services and healthcare organizations, from the world's largest institutions to local firms, manage and account for their investments using SS&C's products and services.
Job Description
About SS&C Technologies SS&C is a global provider of investment, financial services and software for the financial services and healthcare industries. Named to Fortune 1000 list as top U.S. company based on revenue, SS&C is headquartered in Windsor, Connecticut and has 20,000+ employees in over 90 offices in 35 countries. Some 18,000 financial services and healthcare organizations, from the world's largest institutions to local firms, manage and account for their investments using SS&C's products and services.
We currently have an open vacancy in our Dublin office for a Facilities and Office Supervisor. At SS&C, smooth processes and systems are the key to our success. We are looking for a Facilities & Office Supervisor who has excellent organisational skills and a personable disposition to keep us thriving. The ideal candidate will have a natural flexibility in handling day-to-day routines as well as unplanned tasks and projects. The Facilities & Office Supervisor will provide strong, reliable support for operations by following procedures and communicating them companywide, and by maintaining employee safety. This person will also help us achieve organisational efficiency by nurturing a positive, inclusive work environment.
Facilities and Office Supervisor Duties:
• Responsible for the day to day running of the office which includes all office functions.
• Greeting guests/visitors who have checked in via the reception, escorting them to host meeting rooms where needed.
• Organising/ booking and setting up meeting rooms
• Organising refreshments for meetings where required via our nominated catering team.
• Co-ordinating overseas employee visits and ensuring access to the office is provided.
• Liaising with ground floor Reception and on-site Facilities Team on cleaning, security access, and regular electrical testing.
• Maintaining and checking the office and arranging with he on site facilities team for necessary repairs as they arise
• Ensure high standard for a safe and clean environment.
• Mail Management
o Internal post – logging and scanning of daily post to recipient. Ensuring originals are stored in a secure area.
o Outgoing post – organising courier and updating / maintaining courier log.
• Co-ordination of access cards for new starters, leavers, and visitors. Enabling and disabling cards as needed.
• Maintain and update starters and leavers log, liaising and coordinating with HR and Managers. Providing welcome pack. Coordinating equipment for new joiners and leavers
• Managing the upkeep of the central stationery store efficiently keeping a steady supply of materials
• Ensuring quotes and invoices are correct before submitting for approval and payment.
• Company Credit Card; Ordering ad hoc purchases, keeping track and log of purchases, liaising with Management and the AP team.
• Deliveries stored in relevant places.
• Co-ordination of the taxi account which includes booking transportation as required and cross-checking invoices for payment.
• Work with local Facilities team to managing parking requirements for employees and external guests if required.
• Requirements for new staff members:
o working with IT team in organising set up for new starters.
o First day H&S induction,
o Photo taking and office orientation for all new starters.
• Assisting management in the general administration of the office
• Printing/ binding documentation for Senior management
• Health & Safety:
o H&S Rep and main point of contact for Health and Safety within the office.
o Compliant with ISO45001 Health & Safety
o Logging and maintaining accurate records of monthly and quarterly checks.
o DSE checks for employees as and when required.
• Ad-hoc duties as required by senior management.
• Assisting with various external and internal client and staff events, including the Annual Christmas party and management for budget of all other company events
• Responsible for off-site archive storage
• Responsible for ordering staff incentive gifts, employee of the quarter awards and maintaining accurate logs.
• Ensuring the BSQ Welcome Pack is kept up to date and distributed to employees as and when required.
• Assist with Business continuity event and be the point of contact for the office.
Required Skills and Qualifications.
• Two or more years of experience in office facilities
• Strong time-management and people skills, high degree of flexibility, and excellent multitasking ability
• Proficiency with office applications, and aptitude for learning new software and systems.
• Ability to maintain confidentiality of company information.
SS&C Technologies/ SS&C GlobeOp is an Equal Opportunity Employer and as such does not discriminate against any applicant for employment or employee on the basis of race, color, religious creed, gender, age, marital status, sexual orientation, national origin, disability, veteran status or any other classification protected by applicable discrimination laws
Unless explicitly requested or approached by SS&C Technologies, Inc. or any of its affiliated companies, the company will not accept unsolicited resumes from headhunters, recruitment agencies, or fee-based recruitment services. SS&C offers excellent benefits including health, dental, 401k plan, tuition and professional development reimbursement plan. SS&C Technologies is an Equal Employment Opportunity employer and does not discriminate against any applicant for employment or employee on the basis of race, color, religious creed, gender, age, marital status, sexual orientation, national origin, disability, veteran status or any other classification protected by applicable discrimination laws.
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