Job Title: Executive Coordinator
Reporting to: IT Director
Business Unit: Head Office
Purpose of the Position
This role will provide high-level administrative, organisational, and operational support to the Head Office Business Unit and Omexom’s Board of Directors. It will act as a key liaison between senior leaders, internal stakeholders, and external partners while overseeing a range of administrative, financial, and facilities responsibilities. It will also manage core Head Office processes such as fleet, travel, telecoms, credit card administration, and central training coordination.
Responsibilities & Duties
Including but not limited to the following:
Executive & Administrative Support
* Provide comprehensive administrative support to the Board of Directors, as required.
* Manage Board member diaries, schedules, and priorities, ensuring alignment with business objectives.
* Coordinate and prepare board-level meetings, including agendas, minutes, packs, follow-up actions, and confidential documentation.
* Act as the primary point of contact for internal and external enquiries on behalf of the Board team.
* Support cross-functional teams by coordinating activities, resolving issues, and ensuring effective communication.
Facilities & Office Management
* Oversee the day-to-day running of the Belfast office.
* Manage facilities contracts including cleaners, maintenance providers, landlords, and utilities.
* Ensure office equipment such as franking machines, printers, and meeting facilities are functioning effectively.
* Coordinate meetings, room bookings, catering, visitors, and parking arrangements.
* Manage courier and postal services.
* Monitor and replenish office supplies.
Procurement & Financial Administration
* Manage the creation, processing, and receipting of purchase orders.
* Action Head Office invoice workflows, ensuring timely and accurate processing.
* Maintain accurate financial records and support budget-related administration.
* Work with finance department to monitor Head Office credit card usage, allocate spending, and ensure compliance with internal controls.
Travel & Logistics Coordination
* Book travel arrangements, including flights, hotels, hire cars, parking, and rail travel.
* Manage travel profiles, preferences, and approvals.
* Ensure cost-effective travel planning aligned with business policies.
Fleet & Equipment Management
* Oversee fleet administration, including adding/removing vehicles from insurance databases.
* Act as the central contact for vehicle providers, insurance partners, and internal users.
* Maintain accurate fleet documentation, mileage logs, and compliance records.
Telecoms & Group Account Administration
* Manage group-level mobile phone accounts, SIMs, hardware allocation, upgrades, and contracts.
* Maintain asset registers and ensure accurate charging to cost centres.
* Liaise with telecoms providers and ensure adherence to group policies.
Head Office Training Coordination
* Coordinate with the Institute to maintain training records for Head Office employees
* Support the Institute team to ensure seamless delivery of employee development programmes.
Governance
Interfaces and relationships with key stakeholders:
* Board Members
* Head Office Employees
* HR, Finance, Procurement & Training Teams
* External partners, suppliers, and service providers
* Visitors and clients
Person Specification
Qualifications and experience:
* Minimum of five GCSEs (A*-C or equivalent), including Maths and English.
* Significant experience supporting senior leaders or executives in an administrative or coordination role.
* Experience with financial systems, purchase order processes, and GRN workflows.
* Strong proficiency in Microsoft Office, especially Excel (data analysis, reporting) and Outlook (complex diary management).
* Excellent time management and organisational skills to manage multiple tasks.
* Excellent organisational, communication and interpersonal skills
* Be able to work under pressure, be a team player and have a high level of self-motivation.
* Possess the ability to use your initiative to ensure new skills and tasks are picked up easily.
Desirable Criteria
* Experience with fleet, travel, telecoms, or facilities administration.
* Knowledge of accounting or payroll principles and/or systems.
Additional Attributes
* Professional approach and excellent attention to detail.
* Comfortable working independently while supporting multiple senior stakeholders.
* Commitment to continuous improvement and service excellence.
In line with Omexom’s values, the jobholder must possess the following qualities:
Team Spirit & Generosity – able to work effectively within and contribute to the Omexom team to deliver results, provide support and drive performance.
Trust and Empowerment – enjoy managing their responsibilities and time to ensure work is completed efficiently and professionally.
Integrity and Responsibility – enjoy taking responsibility for their duties and managing these effectively to ensure efficient high quality results.
Innovation & Entrepreneurship – continually strive to improve processes and introduce new initiatives to improve efficiency.
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