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Facilities Administrator

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Developing innovative technologies to revolutionize the payments industry while helping customers transact in global marketplaces is not for the faint of heart. We have big goals and are looking for people to join our team who want to leave a legacy. Just as you are committing to do your best work, Tom our CEO, commits to making this the best place you’ve ever worked. It’s a partnership from the very beginning. If you are looking to step outside your comfort zone, learn new things, apply your skills, collaborate with brilliant people and have fun along the way, then you might be our next Yapster! We promise to provide you with an amazing journey along your career. At Yapstone, we don’t just accept difference — we celebrate it, we support it, and we thrive on it for the benefit of our employees. Yapstone is proud to be an equal opportunity workplace.


The Facilities Administrator will be responsible for all tasks related to office management, Health and Safety, Business Continuity Planning and diary management and will provide administrative support to the Executive Vice President of International Operations. In addition, the ideal candidate will possess the ability to prepare presentations, reports and submission of monthly expense report as requested. The position will report into the facilities function, reporting to the Chief People Officer, and have direct day-to-day direction from the EVP of International Operations.


Primary Responsibilities

  • Manage and negotiate purchases and supplier agreements.

  • Co-ordinating with Cleaning Contractors to ensure that all cleaning requirements are met and maintained.

  • Liaising with Landlord, building management and services contractors on issues impacting the smooth running of the office

  • Manage supplies for first aid kits and kitchen/office supplies

  • Manage filing systems

  • Receive and interact with incoming visitors including the management of the S2 Visitor Badging system for visitors and permanent employees

  • Manage and distribute incoming and outgoing mail, fax etc

  • In support of HR, develop and implement office policies and procedures

  • Coordinate services with building management regarding housekeeping matters and building security

  • Implement best practices in facilities office management, aligning to corporate facilities

  • Organise orientation and training of new staff members on office and safety procedures

  • Be the appointed Health and Safety Officer and manage the BCP process for the Drogheda office

  • Prepare, update and communicate Health & Safety manual and procedures

  • Prepare, update and communicate the Business Continuity Plan and conduct annual BCP tests

  • Ensuring the office environment and procedures meet health and safety regulation standards. Carrying our regular inspections of the building.

  • Implement and maintain correct accident reporting procedure in line with current HSE requirements, implementation preventative actions when identified.

  • Arrange and record all test of Fire Alarm system and conduct regular Fire Drills.

  • Ensure all employees are aware of the correct evacuation procedures and information in relation to same is clearly displayed.

  • Manage travel arrangements.

  • Diary management

  • Preparing presentations, reports and monthly expense report as requested

  • Provide travel assistance to visiting colleagues as required

  • Local event planning as directed

  • To oversee reception activities for guests and visitors and post room management

  • Manage the seating plan for the office and support effective use of meeting rooms

Primary Responsibilities

  • Manage and negotiate purchases and supplier agreements.

  • Co-ordinating with Cleaning Contractors to ensure that all cleaning requirements are met and maintained.

  • Liaising with Landlord, building management and services contractors on issues impacting the smooth running of the office

  • Manage supplies for first aid kits and kitchen/office supplies

  • Manage filing systems

  • Receive and interact with incoming visitors including the management of the S2 Visitor Badging system for visitors and permanent employees

  • Manage and distribute incoming and outgoing mail, fax etc

  • In support of HR, develop and implement office policies and procedures

  • Coordinate services with building management regarding housekeeping matters and building security

  • Implement best practices in facilities office management, aligning to corporate facilities

  • Organise orientation and training of new staff members on office and safety procedures

  • Be the appointed Health and Safety Officer and manage the BCP process for the Drogheda office

  • Prepare, update and communicate Health & Safety manual and procedures

  • Prepare, update and communicate the Business Continuity Plan and conduct annual BCP tests

  • Ensuring the office environment and procedures meet health and safety regulation standards. Carrying our regular inspections of the building.

  • Implement and maintain correct accident reporting procedure in line with current HSE requirements, implementation preventative actions when identified.

  • Arrange and record all test of Fire Alarm system and conduct regular Fire Drills.

  • Ensure all employees are aware of the correct evacuation procedures and information in relation to same is clearly displayed.

  • Manage travel arrangements.

  • Diary management

  • Preparing presentations, reports and monthly expense report as requested

  • Provide travel assistance to visiting colleagues as required

  • Local event planning as directed

  • To oversee reception activities for guests and visitors and post room management

  • Manage the seating plan for the office and support effective use of meeting rooms

Requirements

  • Preferred 3 - 5 years Office Management / Senior Supportexperience

  • Must hold experience in the core PA skills including strong MS Office Skills

  • Experience in liaising with senior management

  • Experience within a corporate organisation

  • Experience in day to day running of tenant plant rooms and office M+E equipment

  • Ability to work well under pressure whilst being flexible, adaptable and driven.

  • Good organisational and influencing skills

  • Good communicator at all levels

  • Good report writing skills

  • Budget Management

  • Projects a positive demeanour regardless of changes in working conditions with the ability to manage multiple priorities without loss of composure

  • Ensure the completion of essential projects, and meet critical deadlines

  • Works effectively without constant and direct supervision or guidance

  • Exhibits Excellent Oral and written Communication Skills.

  • Demonstrates a high attention to detail and high level of accuracy

  • Maintains strict confidentiality in relation to all information dealt with.

  • Demonstrated command of facilities and office management procedures and techniques

Requirements

  • Preferred 3 - 5 years Office Management / Senior Supportexperience

  • Must hold experience in the core PA skills including strong MS Office Skills

  • Experience in liaising with senior management

  • Experience within a corporate organisation

  • Experience in day to day running of tenant plant rooms and office M+E equipment

  • Ability to work well under pressure whilst being flexible, adaptable and driven.

  • Good organisational and influencing skills

  • Good communicator at all levels

  • Good report writing skills

  • Budget Management

  • Projects a positive demeanour regardless of changes in working conditions with the ability to manage multiple priorities without loss of composure

  • Ensure the completion of essential projects, and meet critical deadlines

  • Works effectively without constant and direct supervision or guidance

  • Exhibits Excellent Oral and written Communication Skills.

  • Demonstrates a high attention to detail and high level of accuracy

  • Maintains strict confidentiality in relation to all information dealt with.

  • Demonstrated command of facilities and office management procedures and techniques

Apply Now

Our Benefits

  • We offer competitive health plans for you and your family with low employee premiums.
  • You work hard every day to build the future of our company, so we’ll help you build your future with a pension plan that features employer match.
  • We encourage and support our teams to take time off to recharge and reboot because changing how the world pays is no easy task.
  • We care about the community where we work. Through YapCares, you get 8 hours of paid volunteer time off each year to make a difference.
  • Enjoy food, fun and camaraderie with breakfasts, social hours and events.
  • A great location in Drogheda that is a reverse commute for many Yapsters.