Office Coordinator

FM104 is a leading local commercial broadcaster in Dublin. FM104 was the first local commercial station launched in Ireland and has held an enviable position at the top of the market for many years as Dublin’s Hit Music station. Designed for 15-34 year old Dubliners, FM104 is the soundtrack to their young, urban lifestyle. Q102 serves the city’s 35-55 year olds with a custom music choice carefully blending the best of today’s adult releases with the biggest hits of past decades. Q102 is Dublin’s ‘feel good’ choice.

The Team: The successful candidate will be joining one of the most professional and hard working teams in the media industry. Made up with varying degrees of experience the FM104/Q102 team are an award-winning group with the focus on client relationships, cross platform solution selling and customer service. 

Your Role: As the Office Coordinator at FM104 and Q102 has a dual function. You will be responsible for overseeing the smooth operation of our office, ensuring an efficient and productive work environment but you will also play a key role in S&P which sits on the marketing team. This aspect of the role demands exceptional organisational skills, keen attention to detail, and the ability to effectively influence and collaborate with others. You must excel at managing conflicting priorities while multitasking in a dynamic, fast-paced setting. 

Day to day you will: 

Office Management: 

• Oversee daily office operations, ensuring a well-organised and efficient workplace

• Manage office supplies, equipment, and inventory, ensuring all necessary items are stocked and maintained

• Coordinate and schedule meetings, appointments, and events

• Handle correspondence, including emails and phone calls, in a professional and timely manner

• Maintain office records and files, ensuring they are up-to-date and easily accessible

• Liaise with building management and external vendors to address maintenance and repair issues

• Vendor Management - onboarding relevant vendors and Purchase Orders for general office suppliers 

• Work with Health & Safety team to ensure all training and H&S actions are addressed and actioned in a timely manner.

Administrative Support: 

• Draft, edit, and distribute memos, letters, and other documents as required as part of S&P process 

• Assist with the preparation of budgets and financial reports where necessary

• Provide administrative support to senior management and other departments as needed also serving as an executive PA to the Managing Director for FM104 & Q102

• Prize winner management - full management of fulfilment cycle for all on-air winners for both cash and other prizes

• Support Finance Business Partner with supplier on-boarding and payment queries.

S&P: 

The Sponsorship and Promotions (S&P) role focuses on creating and delivering engaging, on-brand promotional activities that drive revenue opportunities for advertisers while enhancing listener engagement. This position works in close partnership with the FM104 and Q102 Brand Manager, who holds overall responsibility for S&P. 

The role encompasses: 

• Coordinate S&P activities to ensure projects are completed on time and meet objectives 

• Monitor project progress, identify potential issues, and implement effective solutions

• Collaborate with cross-functional teams, including Sales, Programming, and Content, to 

• develop creative on-brand concepts that drive compelling scripts and promos for commercial brand campaigns on-air

• Create and distribute promotional memos to presenters based on creative briefs.

What we’re looking for from you: 

• Proven experience as an Office Coordinator in a similar administrative role

• Strong organisational and multitasking skills

• Excellent written and verbal communication skills

• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)

• Experience with project management tools and software is a plus

• Ability to work independently and as part of a team

• A creative individual that likes to be busy and play as part of a team.