Office Administration Support (1 year contract)

At HedgeServ, we’re redefining what’s possible in fund administration. With more than $700 billion in assets under administration, we partner with the world’s most forward-thinking investment managers – across private equity, private credit, endowments, hedge funds and more – to deliver seamless, tech-enabled solutions that drive performance.

Our proprietary platform, enhanced by machine learning and robotic process automation, gives clients real-time insights and unmatched control over their operations. Alongside our technology, we offer award-winning service through our team-based approach -- led by a deeply experienced team of industry experts. Our solutions span the full investment lifecycle, including fund accounting, middle office, risk, compliance, tax, and investor services.

We’re a future-focused company, empowering our people through a robust career development framework, clear career trajectories with structured learning paths, training, and progression plans. We invest in leadership development and in our collaborative culture, creating space for talent to grow. Our corporate values – Relationships, Support, Innovation, and Expertise – create a sense of shared purpose and belonging, and we recognize our employees sit at the core of our success. We continue to innovate and evolve through our employees, working together to achieve our shared vision and mission.

HedgeServ supports employees through a variety of offerings, including remote and hybrid working arrangements, and fully paid comprehensive health and well-being benefits. We’ve been recognized as an employer of choice, earning a top 100 workplaces designation.

Founded in 2008, HedgeServ has grown into a global organization with over 2,000 experts across the globe, with offices in the United States, Grand Cayman, Ireland, Poland, Bulgaria, Luxembourg, the Philippines, and Australia. We’ve earned numerous accolades, including Top Overall Administrator, along with #1 rankings for providing alternative asset services in Accounting, Technology, Client Service, Investor Services, Alternative Fund Expertise, Reporting, and Regulatory Expertise.

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 including but not limited to general reception duties, booking and managing meeting rooms, supervising all visitors and carrying out all office administration duties.

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
• Ensure meeting rooms are prepared in advance of meetings and refreshments where required are available for meetings
• Supervise daily deliveries ensuring all receipts and dockets are retained
• Manage incoming post, couriers and distribute to appropriate teams
• Manage external post and courier services, updating daily logs
• Maintain all logs and backup supporting the office administration function.

Admin Support

• Provide support as required by the Office Administration team including monthly scanning, record keeping, raising and following up on POs – maintaining logs relating to POs, offsite storage and travel. 
• Booking of travel and accommodation for employees
• Ordering and maintaining stationery and equipment supplies

Pre-requisite knowledge, skills and experience

• Relevant experience is not necessary but is an advantage
• An enthusiastic person who can cope under pressure to work in our busy office
• Excellent oral and written communication skills
• Highly organized and flexible
• Computer literate and with strong Microsoft Excel skills
• Full training will be provided