Office Manager

Advance Venture Partners, LLC.; Galway; On-site; EUR 45,000 - 60,000; Full time

Benefits offered by this job

Paid Time Off

Parental Leave

Pension

Job summary

Rent the Runway is seeking an Office Manager for our Galway hub, based on The Claddagh. The role focuses on creating an efficient, engaging and safe workplace for our European technology team, while collaborating with US-based Finance and People teams.

The ideal candidate will be highly organized, adaptable, and capable of handling a broad set of responsibilities in a fast-paced environment. This on-site role requires strong communication and problem-solving skills.

Qualifications

• 3+ years of experience in office management, finance admin or related role.
• Energetic, personable, and proficient in office and project management.
• Proven track record in managing and sourcing suppliers.
• Experience working in a dynamic, fast-paced environment.
• Tech-savvy and proficient in Google Suite, including Sheets/Excel.
• Highly organised with exceptional attention to detail.
• Proactive and comfortable working autonomously with drive for results.

Responsibilities

• General Office Management: foster collaboration, manage storage, hygiene, catering, supplies and meeting rooms.
• Expense Management: oversee budget, invoicing, and monthly expense reports.
• Technology Organisation Support: coordinate documentation for the tech organisation and statutory returns.
• Building Services, Maintenance & Facilities Projects: oversee upkeep, security, cleaning, and capital projects.
• Occupational Health and Safety: monitor and implement safety standards and drills.
• Marketing & Recruitment Events: assist communications with external stakeholders and events.
• Environment: manage workspace aesthetics and room setups for employees and visitors.
• Employee Experience: plan team events, catering, and culture activities.
• Corporate Travel: book flights, accommodations, and transport.

Skills

Office management

Budget management

Supplier management

Autonomous working

Event coordination

Education

Bachelor's degree or equivalent

Tools

Google Suite

Sheets/Excel

Job description

Office Manager

This is a 5-day-per-week on-site position based in our offices on The Claddagh in Galway City.

Hours: 08.00-17.00.

About Us:

Rent the Runway (RTR) is transforming the way we get dressed by pioneering the world's first Closet in the Cloud. Founded in 2009, RTR has disrupted the $2.4 trillion fashion industry by inspiring women with a more joyful, sustainable and financially savvy way to feel their best every day. As the ultimate destination for circular fashion, the brand now offers infinite points of access to its shared closet via a fully customizable subscription to fashion, one-time rental or ownership. RTR offers designer apparel and accessories from hundreds of brand partners and has built in-house proprietary technology and a one-of-a-kind reverse logistics operation. RTR has been named to CNBC's "Disruptor 50" five times in ten years, and has been placed on Fast Company's Most Innovative Companies list multiple times.

Galway Office

Rent The Runway established its European Technology Hub in Galway in April 2019. Based in the historic Claddagh area of the city, the growing team in Galway tackles core technology challenges and influences the next generation of services critical to Rent The Runway's success and continued growth.

The Galway office is Rent the Runway's first international office outside the US and enables the company to significantly expand its Software Engineering, Product Development, Machine Learning Engineering and Data Science footprint. Rent the Runway's Galway-based employees have the opportunity to grow their careers across several roles and career paths in Technology.

As Office Manager, you'll be the operational backbone of our Galway hub, working closely with local leadership and partnering with RTR's US-based Finance and People teams to keep our European technology team running smoothly.

About the Job:

The primary focus of the Office Manager is to ensure an efficient, engaging, and safe working environment for our team and visitors. The ideal candidate will be a highly organised and self-driven manager with many responsibilities, contributing to an exceptional employee experience. Given the nature of RTR's business, this role requires high adaptability, good judgment, and agility. While specific tasks are clearly defined, the fast-paced environment means the role will evolve, requiring a "can-do" attitude toward picking up projects and executing them effectively.

What You'll Do:

• General Office Management: Contribute to making Rent the Runway a great workplace by building strong relationships with staff across all departments. Ensure office management standards foster collaboration, communication, and a positive culture. Responsibilities include managing storage rooms, office hygiene, catering, grocery and supply management, stationery, and meeting room setup and clearing.
• Expense Management: Oversee the operating expenses budget, ensuring that invoicing and monthly expense reports are accurate and recorded promptly. Report on costs related to the office environment, building services, staff amenities, events, and training.
• Technology Organisation Support: As our Galway office is home to a technology team, you'll partner with engineering leadership to coordinate and prepare key documentation for the tech organisation. This includes coordinating our annual R&D Tax Credit claim, gathering project information from engineering managers and working with our external advisors to meet submission deadlines. You'll also prepare and submit statutory returns, such as Central Statistics Office (CSO) surveys, working with Finance to source the required figures.
• Building Services, Maintenance & Facilities Projects: Own the ongoing upkeep and maintenance of the office and building, maintaining strong relationships with building management, contractors and suppliers. Oversee maintenance and repairs, including security systems, cleaning, air conditioning, furniture, fixtures and equipment. Project manage facilities improvements and larger capital expenditure projects, from scoping and gathering quotes through budget tracking, scheduling and delivery.
• Occupational Health and Safety: Monitor health and safety standards, making necessary updates to ensure compliance with workplace health and safety regulations. This includes managing workplace hazards, pest control, first aid, and fire safety measures (such as fire wardens, drills, and training). Ensure a robust workplace health and safety system is in place and effectively communicated to all staff.
• Marketing & Recruitment Events: Assist in communications with external stakeholders. There is also an opportunity for the Office Manager to enhance the RTR employer brand through marketing activities and recruitment events.
• Environment: Plan and manage the workspace environment for employees and visitors, from their welcome upon arrival to meeting room setup, catering and the overall aesthetics of the office.
• Employee Experience: Coordinate team social events and cultural activities, organising catering as needed with assistance from Culture Club members. This includes team events, milestone celebrations, community lunches, and Lunch and Learn sessions.
• Corporate Travel: Book employee travel, including flights, accommodations, and ground transportation.

About You

• 3+ years of experience as an office manager, finance admin or related role.
• Energetic, personable, and proficient in office and project management.
• Proven track record in managing and sourcing suppliers.
• Experience working in a dynamic, fast-paced environment.
• Tech-savvy and proficient in Google Suite, including Sheets/Excel or similar tools.
• Highly organised and professional with exceptional attention to detail.
• Proactive and comfortable working autonomously, with a strong drive for results.
• Creative problem solver who is adaptable and eager to learn.
• Understanding of standard financial processes.
• Professional knowledge and experience in budget management, invoicing, and expenses.
• Experience managing contractors and facilities or capital projects.
• Experience with statutory or regulatory reporting is a plus.
• Receptive to feedback and capable of managing expectations while communicating work status and updates.

Benefits

At Rent the Runway, we're committed to the happiness and well-being of our employees, and aim to create a workplace that fosters both personal and professional growth. Our inclusive benefits include, but are not limited to:

• Generous Paid Time Off, including annual leave, paid bereavement, and family sick leave - every employee needs time to take care of themselves and their family.
• Universal Paid Parental Leave for both parents + flexible return to work program - because we know your newest family member(s) deserve your undivided attention.
• Paid Sabbatical after 5 years of continuous service - unplug, recharge, and have some fun.
• Competitive Stakeholder Pension - taking care of your future.
• Comprehensive health, dental care and dependents care from day 1 of employment - Your health comes first, and we've got you covered.
• Company-wide events and outings - our team spirit is no joke - we know how to have fun!

Rent the Runway is an equal opportunity employer. In accordance with applicable law, we prohibit discrimination against any applicant or employee on any legally recognised basis, including, but not limited to: gender, marital status, family status, age, disability, sexual orientation, race, religion, and membership of the Traveller community.