Office Coordinator

Carlyle Aviation Partners; Dublin; On-site; EUR 32,000 - 42,000; Full time

Job summary

Carlyle Aviation Partners is seeking an Office Coordinator to ensure the Dublin office runs smoothly, providing administrative, operational and executive support. You will handle office services, meetings, travel, invoicing and board-related tasks, while coordinating with senior management and suppliers.

The role requires a bachelor's degree and prior office/operations experience, strong organisation and communication skills, and proficiency with Microsoft Office, Concur and SharePoint.

Qualifications

• A bachelor's degree in Business Administration, Management, Communications, Human Resources, or another relevant discipline.
• Previous experience in office administration, operations support, team assistance or executive support.
• Strong organisational skills and excellent attention to detail.
• Confident written and verbal communication.
• Proficient with Microsoft Suite, Concur, SharePoint.

Responsibilities

• Provide office and operations support as a main point of contact for general office administration.
• Manage the main phone line, shared mailbox, post, couriers and document scanning.
• Coordinate office supplies, kitchen stock, stationery, catering and meeting room requirements.
• Support facilities-related tasks, including printer checks and meeting room equipment checks.
• Liaise with building management, reception, security, suppliers and service providers.
• Arrange meeting rooms, catering, visitor logistics and interoffice communications.
• Support internal meetings, team breakfasts, office events and seasonal activities.
• Assist with meeting arrangements for external directors and visitors in Dublin or other locations as required.
• Provide administrative support to senior management, including diary coordination, travel bookings and expense processing.
• Assist with board meeting preparation, document handling and follow-up actions including completion of board minutes.
• Support monthly reporting tasks and recurring administration deadlines.
• Route invoices and supplier documentation to the correct internal teams.
• Maintain annual leave and sick leave records.
• Save, file and manage documents across internal systems and shared drives.
• Assist with contract administration, signatures, notarisation, apostilling and courier arrangements where required.
• Supporting the SVP, Operations on other ad-hoc projects and responsibilities as and when they arise

Skills

Organisational skills

Attention to detail

Communication skills

Multitasking

Discretion

Proactive attitude

Education

Bachelor's degree in Business Administration, Management, Communications, Human Resources

Tools

Microsoft Suite

Concur

SharePoint

Job description

Position Summary

The Office Coordinator will support the smooth day-to-day running of the Dublin office, providing practical administrative, operational and executive support across the Aviation team. The role involves assisting with office services, coordinating meetings and visitors, supporting senior management, handling supplier and invoice administration, and ensuring recurring office processes are completed accurately and on time.

Primary Responsibilities

• Office & Operations Support; Act as a key point of contact for general office administration
• Manage the main phone line, shared mailbox, post, couriers and document scanning
• Coordinate office supplies, kitchen stock, stationery, catering and meeting room requirements
• Support facilities-related tasks, including printer checks, meeting room equipment checks and general office readiness
• Liaise with building management, reception, security, suppliers and service providers
• Arrange meeting rooms, catering, visitor logistics and interoffice visitor communications
• Support internal meetings, team breakfasts, office events, charity events and seasonal activities
• Assist with meeting arrangements for external directors and visitors in Dublin or other locations as required
• Provide administrative support to senior management, including diary coordination, travel bookings and expense processing
• Assist with board meeting preparation, document handling and follow-up actions including completion of board minutes
• Support monthly reporting tasks and recurring administration deadlines
• Route invoices and supplier documentation to the correct internal teams
• Maintain annual leave and sick leave records
• Save, file and manage documents across internal systems and shared drives
• Assist with contract administration, signatures, notarisation, apostilling and courier arrangements where required
• Supporting the SVP, Operations on other ad-hoc projects and responsibilities as and when they arise

Requirements

• A bachelor's degree in Business Administration, Management, Communications, Human Resources, or another relevant discipline
• Previous experience in office administration, operations support, team assistance or executive support
• Strong organisational skills and excellent attention to detail
• Confident communication skills, both written and verbal
• Good working knowledge of Microsoft Suite, Concur, SharePoint
• Ability to manage multiple tasks, deadlines and stakeholders calmly and in a positive manner
• Discreet, reliable and comfortable handling confidential information
• Proactive, practical and willing to get stuck in when needed