Job Description
VANRATH are excited to be working alongside a leading Professional Services organisation with a fantastic reputation for the recruitment of an Office Manager.
This is a role in the company's Belfast City Centre office.
This is a Monday - Friday position. Permanent position. This is an Amazing company!
Salary
£29,000 - £37,800 + Fantastic Benefits & A Great Place to Work
The Role
The purpose of this role is to coordinate activities across production, safety, HR, and engineering; arrange transport; expedite orders; and assist with production planning. It's a varied and fast-paced position with plenty of scope for involvement across different areas of the business.
Typical Job duties would include:
Member Services
1. Take responsibility for delivering a highly professional, end-to-end service for members and other clients within the organisation's premises.
2. Manage event spaces, including handling bookings, payments, and refunds, while maximising occupancy and meeting agreed income targets.
3. Oversee the effective day-to-day operation of meeting areas and hospitality spaces, ensuring all activities are carried out in line with agreed procedures.
IT and Facilities
4. Take proactive responsibility for IT and facilities operations, ensuring a fit-for-purpose infrastructure and technical environment, under the direction of the Head of Business Support. This includes the line management of the IT Support team member.
5. Actively contribute to IT and facilities action plans and support related workstreams as directed.
6. Support the organisation's Business Continuity Plan and assist in maintaining business systems and workflows.
7. Collaborate on the development and implementation of IT policies and procedures.
8. Serve as the first point of contact for IT issues, including managing triage and escalating tickets to the external service provider when necessary.
9. Liaise with the building manager to ensure that maintenance requirements are addressed promptly.
10. Serve as a designated Fire Warden and First Aider.
11. Provide support to the onsite Facilities Management team during emergency situations as needed.
Office Contracts
12. Manage the procurement of office supplies, including stationery, consumables, and printer cartridges, ensuring value for money.
13. Oversee the office telephone system, including adding and removing users and maintaining an up-to-date internal contact list.
14. Take responsibility for the maintenance of all office equipment, including credit card machines, printers, photocopiers, and binding machines.
15. Manage contracts for archive storage and confidential shredding in accordance with the procurement policy, ensuring services are cost-effective and within budget.
Office Management / Clerical Duties
16. Ensure appropriate staff cover is in place for front-of-house functions.
17. Line manage front-of-house staff, including task allocation, performance oversight, and absence management.
18. Develop and implement office processes and procedures under the guidance of the Head of Business Support.
19. Provide training and support to front-of-house staff on relevant procedures.
20. Oversee the handling and distribution of all incoming and outgoing mail.
21. Support compliance with ISO 9001:2015 (Quality Management System), data protection requirements, and other relevant documentation as directed.
The Ideal Person
22. Experience in Office Manager role or Experience of working at a managerial level in a professional environment and being responsible for prioritising the allocation of work within a private or public sector organisation, or professional body.
23. A minimum of two years' experience in a broad office support or similar role.
24. Demonstrate competent and working knowledge of MS Office and the use and development of Audio-Visual platforms.
25. A clear understanding of confidentiality in a sensitive regulatory environment with a commitment to high standards and professionalism.