Office Manager

Job Summary

MathWorks is a US privately held corporation founded in 1984 that develops MATLAB and Simulink—software that transforms the way engineers and scientists think and work. MathWorks Ireland was established in 2016 and is in the heart of Galway City. The city is famous for its many festivals and is the gateway to the West of Ireland.

We are looking for an experienced Office Manager to lead the day-to-day office processes for our modern office just off Eyre Square in Galway city. You will have a strong focus on collaboration, efficiency, creativity, and excellent attention to detail. You should be an energetic professional, comfortable wearing multiple hats, and able to adapt and thrive in our growing environment. As the MathWorks Galway – Office Manager you will have the opportunity to tap into your curiosity and collaborate with teams of the most innovative and diverse people around the world.

Responsibilities

The successful candidate will be taking ownership for a broad range of responsibilities including but not limited to the following:

You will

• Maintain office services by organising office operations and management of day-to-day facilities, staff amenities, administration requirements, and general office management and external contractors in the facility space.
• Partner with internal customers and partners and are dedicated to building effective business relationships that contribute to MathWorks growth and ensures we provide the best workplace experience for our employees.

• Oversee Internal events organisation for the Office including special events and functions such as our Summer and Winter Outings including identifying suitable venues, managing to budget, bookings, negotiations with venues, menus, and planned activities.
• Work in conjunction with and in collaboration with Recruitment and other teams to ensure a proactive new hire relocation program and on-boarding system is maintained.
• Be the Health and Safety lead for the office, ensuring, among other things, that all legal and regulatory requirements are in place for fire management, evacuations, first aid, accident reporting and ergonomic assessments.
• Be the point of contact for staff for all office related queries and managing relationships with Office suppliers (inc. cleaning, maintenance, office supplies etc.).
• Operate and keep updated our internal workplace systems and projects as needed, including our occupancy planning, security/access system and helpdesk ticketing system
• Lead assorted Workplace projects and initiatives in the pursuit of continuous improvement and excellence in processes and getting the right things done well.

Minimum Qualifications

• A bachelor's degree and 1 year of professional work experience (or equivalent experience) is required.

Additional Qualifications

You have

• Bachelor’s degree and or experience in facilities, office management ideally including staff or customer event planning.
• Worked within a tech or similar office environment.
• Excellent interpersonal and team-working skills, as well as a high degree of enthusiasm, curiosity, and adaptability.
• An interest in helping people, especially solving problems. You communicate and can explain the why behind clearly comfortably in writing and on a call.
• The ability to use your network. If you don’t know the answer, you’ll collaboratively use you internal regional and global network to understand best practices and standards until you find it.
• Attention-to-detail. You pay attention to the details and are known to measure twice and cut once. Nothing falls through the cracks on your watch.
• The motivation to learn and constantly improve and identify and volunteer for new challenges.
• The ability to update stakeholders and share your progress, KPI’s and metrics.
• Systems experience and have good MS Excel, Word and PowerPoint skills.