Postroom & Administrative Coordinator

Job description

Job Specification

Job Title: Postroom & Administrative Coordinator
Location: Dublin 15
Contract Type: Full-time, Permanent
Reports To: Facilities Manager / Regional Facilities Lead

Our client is a global leader in the digital payments and financial technology sector, renowned for innovation, operational excellence, and employee engagement. With a strong presence in Ireland and across the EMEA region, the company fosters a collaborative, high-performing workplace culture. The Dublin 15 office serves as a key hub in their European operations, offering modern facilities and a dynamic environment in which to grow your career.

Role Overview:

The Postroom & Administrative Coordinator will play a crucial role in supporting the efficient delivery of facilities and office support services within a fast-paced corporate environment. The successful candidate will be responsible for managing postroom functions, assisting with day-to-day administrative operations, and providing logistical and facilities coordination to ensure the smooth running of the site.

This is a hands-on, multifaceted role requiring strong organisational skills, a proactive mindset, and a commitment to maintaining high service standards.

Key Responsibilities:

• Deliver and maintain a cost-efficient and high-quality facilities service across the site

• Manage all aspects of the postroom, including incoming and outgoing mail, courier services, and internal distribution

• Conduct regular inspections and checks across the site to uphold cleanliness, safety, and operational excellence

• Coordinate and supervise contractors and vendors for facilities-related work

• Support front-of-house services including reception and copy/print services

• Monitor and order office supplies such as stationery, ensuring adequate stock levels

• Assist in processing purchase orders and invoice validation related to facilities and office services

• Provide first-line support to the EMEA helpdesk, including logging calls and handling service requests

• Collate data and assist with monthly and quarterly facilities reporting and metrics

• Support implementation of office moves, changes, and internal space planning

• Act as a key point of contact for internal stakeholders regarding office services and workplace support

• Maintain site documentation and records in compliance with internal policies

• Track and review utilities consumption to support sustainability and energy management goals

• Contribute to regional facilities initiatives and support local implementation of global policies

Key Skills & Competencies:

• Experience in a Facilities Management or workplace services environment

• Good understanding of building systems and administrative support functions

• Comfortable managing service levels and contractor performance

• High level of professionalism and strong interpersonal skills

• Ability to multitask, prioritise workload, and meet deadlines in a fast-paced setting

• Strong IT literacy, especially in Microsoft Office (Word, Excel, PowerPoint)

• Proactive attitude with a focus on continuous improvement

• Strong written and verbal communication skills

• Detail-oriented with good problem-solving ability

• Flexibility and willingness to support other tasks as required

Experience & Qualifications:

• Minimum 2 years of experience in a facilities or administrative support role

• Prior exposure to a Total Facilities Management (TFM) environment is desirable

• Health & Safety training or certification is a plus

• Membership of a recognised workplace or facilities management body (e.g., IWFM) is advantageous

• Familiarity with helpdesk systems or CAFM platforms is beneficial

• Willingness to travel occasionally for training or support purposes

What’s on Offer:

• Salary of up to €35k

• Opportunity to work with a globally respected employer

• Inclusive and collaborative working culture

• Training and professional development opportunities

• Modern workplace environment with strong sustainability credentials