Office Manager

• The "First Port of Call": Manage reception duties; greeting clients and team members with warmth, handling deliveries and managing guest arrivals.
• Atmosphere & Standards: Oversee the smooth running of FUEL HQ. You are responsible for enforcing office cleanliness and accountability procedures, ensuring we always put our best foot forward.
• Meeting Excellence: Manage the meeting room schedule and set-up (water, snacks, lunches). You’ll be the primary host; making tea/coffee and showing guests to their meeting rooms.
• Barista: Act as our resident barista; deliver high-quality coffee and manage machine maintenance.
• Environment Management: Proactively manage the office environment to maintain a sense of order and calm, especially during busy production periods.

• Boots on the Ground: Provide 100% on-site presence. You are the "pair of hands" for the team, offering operational support and fostering a positive & friendly atmosphere.
• H&S & Compliance: Act as the Chief Fire Warden and Health & Safety Officer. Ensure full compliance with HSA workplace regulations, maintain office security, and lead fire safety awareness.
• Security & Access Lead: Primary responsibility for ensuring the office is opened and closed properly each day. This includes training all designated key holders on procedures and ensuring accountability for building security.
• Vendor & Utility Management: Manage all contract and price negotiations with office vendors and utility providers (Internet, Security, Fruit/Snacks, Cleaning, Waste, etc.). Stay updated on market offerings to ensure FUEL receives maximum value.
• Office Improvements & Expansion: Project lead for all office improvements and refurbishments. In collaboration with FUEL Founders, you will play a key role in planning and executing any potential office expansions as our physical footprint evolves.
• Office Subsistence: Oversee and manage all general office subsistence and stationery orders. Keep the kitchens and bathrooms well-stocked and managed within budget.
• Maintenance: Organise and manage relationships with building maintenance and external repair contractors as needed.
• IT & Asset Management: Manage vendor accounts for hardware and telecommunications, including procurement of phones, IT equipment and managing travel add-ons.

• Sustainability Lead: Implement and manage eco-friendly office operations (e.g., waste reduction, energy-saving initiatives, and sustainable procurement).
• Process Improvement: Identify operational inefficiencies and implement new processes to streamline how the office and venue function.
• Reporting: Track office resource consumption and suggest ways to reduce FUEL’s carbon footprint in HQ.

• Venue Management: Lead the successful set-up and take-down of all internal events held at HQ.
• Production Liaison: Guide event leads on best practices and production schedules; offer in-person support for the execution of HQ-based events.
• Logistics & AV: Support the logistics and AV teams with load-ins and load-outs.
• Stock & Storage: Manage the stock room and optimise limited storage space, liaising with the Warehouse Manager for off-site needs.
• Content Capture: Support the marketing team by capturing "behind-the-scenes" social media content during in-house events and office activations.

• Leadership Assistant: Provide ad hoc administrative support to Directors EA and Leadership team (e.g., booking travel, managing specific diary requirements, ad hoc tasks).
• Support the Directors’ EA in the sourcing and delivery of bespoke, high-value client gifts; this includes managing vendor relationships, ensuring brand-aligned personalisation, and overseeing complex domestic and international shipping logistics with total discretion
• Client Concierge: Act as a dedicated support for visiting clients—booking taxis, arranging hotel stays, and handling general ad hoc requests to ensure a seamless FUEL experience.

• FUEL Academy: Collaborate with HR and Operations to track and schedule the annual FUEL Academy upskilling program.
• Internal Comms: Handle all office-related announcements, including disruptions caused by events or maintenance.
• Social & Wellness: Support the Sports & Social Committee in delivering the wellness schedule at HQ.
• D&I and Policy: Cultivate a psychologically safe environment and in collaboration with HR- ensure office policies evolve as the agency scales.
• Support the HR Department in executing the employee gifting lifecycle; birthdays, milestones, and seasonal rewards
• Managing internal FUEL "swag" inventory.

• 1–3 years of experience in a hands-on Office Managerment, EA, office, cafe, bar or event venue environment, with a proven track record of managing daily operations and customer flow.
• An approachable, encouraging, and positive force who possesses the "soft skills" to support a team and the "firm hand" to maintain office order.
• A strong interest in or understanding of HSA workplace regulations
• Barista experience is a significant advantage; a passion for high-level guest service is essential.
• Comfortable with vendor negotiation and budget management
• Ability to balance executive assistant duties with physical event support and facilities management

• Anticipatory Service: The ability to see a need before it arises
• Adaptability: moving from a sustainability report to a logistics load-in with ease
• High Emotional Intelligence (EQ): Able to read the room and maintain a sense of "tranquility" even when the agency is in high-pressure delivery mode.
• Exceptional Communication: Articulate and warm in person, while being clear and professional in written internal announcements.
• Problem-Solving Pro: A solution-oriented approach to office "hiccups," from tech glitches to maintenance emergencies.

• Hours: Mon–Thu (9:00 am – 5:30 pm), Fri (9:00 am – 5:00 pm). Occasional overtime for events.
• Location: Heart of Dublin 2 (Excellent transport links).
• Benefits: Competitive salary, work phone & laptop, time in lieu (TIL), dog-friendly office, birthday day-off, Bike2work scheme and regular social/wellbeing events.

Event Fuel