Reception & Office Administration Support (Graduate)

HedgeServ is a leading global fund administrator with more than $450 billion in assets under administration across all investment vehicles including Hedge Funds, Private Equity Funds, UCITS, Hybrid Credit Managers, Funds of Funds and Managed Account Platforms. We optimize our clients’ experience using unique proprietary technology coupled with robotic process automation, intuitive digital programs powered by machine learning, and enhanced by an extensive proprietary transaction data set. HedgeServ’s entrepreneurial and innovative spirit cultivates a productive and agile environment enabling its team to anticipate clients’ needs and consistently deliver solutions in real time. Led by the most experienced team of industry experts, HedgeServ with 1,500+ professionals around the globe expertly provides customizable solutions for their clients’ risk, portfolio management, middle office, investor relations, accounting, regulatory, compliance, and tax services. Since its inception in 2008, HedgeServ has received numerous accolades, including Top Overall Administrator and #1 rankings for Fund Accounting, Reporting & Reporting Technology, Client Service, Investor Services, Alternative Fund Expertise, and Regulatory Expertise.

HedgeServ is a progressive company with continuously evolving ways of working to ensure a future-focused mindset. Our employees benefit from a robust career development framework and clear learning paths which outline career trajectory, training and progression plans. HedgeServ supports employees through a variety of offerings, including remote and hybrid working arrangements, and fully paid comprehensive health and well-being benefits. HedgeServ was recognized as a Next Gen employer by RippleMatch on its list of 100 top workplaces for Generation Z for 2022. HedgeServ operates 13 offices in the United States, Grand Cayman, Ireland, Poland, Bulgaria, Luxembourg, Philippines and Australia.

Job Description

The Admin support team is responsible for ensuring the smooth, day to day running of the office including reception area, meeting and greeting visitors and carrying out general administration duties.  The role is located in Dublin and, working as part of the wider team, provides support to all office locations. This role supports all activity from assisting employees, visitors and vendors, general reception duties and with the team supporting all office based activities across all regions.      

Key Accountabilities of the Role

Reception:

• Answering all calls to direct line and transferring to appropriate internal contact.
• Meet and greet at reception all visitors and clients to the office and ensuring meeting rooms are prepared in advance with refreshments where required.
• Manage incoming post, couriers and maintaining all logs and backup supporting the office administration functions.   

Admin Support

• Provide support as required by the Office Administration team including monthly scanning, record keeping, raising and following up on POs and invoices.
• Ordering and maintaining stationery and equipment supplies.
• Supporting global teams with their Sports and Social Activities.
• Supporting the administration and coordination of our desk booking applications, employee communication applications and key point of contact for onboarding and separating employees.  

Pre-requisite knowledge, skills and experience

• Relevant experience is not necessary but is an advantage and /or
• Suitable to those who have completed Business, Business Management or Business Administration studies or office Administration studies
• An enthusiastic person who can cope under pressure to work in our busy office
• Excellent oral and written communication skills
• Highly organized and flexible and work on own initiative. 
• Computer literate and with strong Microsoft Excel skills
• Full training will be provided