Office Manager

Office Manager

My client is a leading organisation based in Belfast, who provide deep tech innovation. They are currently seeking an Office Manager to join their team.

This is a Full-Time, Permanent Position.

Hours of work: 5 days per week on site. Working hours are 8.30am - 5pm

With a salary of £35,000 - £40,000 per annum.

Job Purpose:

You will be the first point of contact for visitors upon arrival as well as providing broad administrative and operational support to the Facilities and Office Management team and collaborate closely with colleagues in various departments.

Essential Criteria:

• Proven experience in office management, centre management, workplace operations, facilities coordination, front-of-house management or a similar hands-on operational role.
• Business Administration ADMN Level 3 - competent with MS Office and the ability to build and maintain documents, policies and reporting.
• Problem Management PBMG Level 4.
• Risk Management BURM Level 4.
• Experience coordinating contractors or supporting facilities maintenance.
• IT proficient in the use of Microsoft 365 applications, particularly Word, Excel and SharePoint - experience of facilities or customer relationship management ticketing systems is desirable.
• Excellent communication skills both written and verbal - with the ability to communicate with stakeholders at all levels.
• Ability to manage and prioritise a busy workload while adhering to deadlines.

Main Duties and Responsibilities:

• Manage the day-to-day operation of the Belfast office and second site, ensuring the site is safe, professional, organised, welcoming and ready for daily use.
• Be the first point of contact for colleagues, visitors, suppliers, contractors, and building management. Handle all incoming calls, filtering unsolicited queries and logging relevant messages.
• Oversee visitor welcome, sign-in, access control, office tours, room preparation and local Health and Safety briefings.
• Support health and safety compliance, including risk assessments and DSE assessments.
• Oversee meeting room bookings (internal and external events/meetings) and monitor usage.
• Monitor high standards of cleanliness and presentation across meeting rooms, shared workspaces, kitchens, storage areas, stationery, post, deliveries, supplies and general workplace presentation escalating to cleaning staff as needed.
• Coordinate facilities requests, maintenance issues, contractor visits, landlord queries and supplier activity, escalating promptly to the Head of Facilities where required.
• Process facilities administration, inc. local purchase orders and supplier invoices within agreed approval limits.
• Act as local lead for Fire Warden and Health and Safety (first aid trained).
• Complete regular workplace checks and maintain local records relating to first aid, fire safety, security, visitor management, compliance, asset management register and general facilities activity.
• Complete monthly inspections of First Aid kits and defibrillators.
• Support meetings, events, demonstrations and workshops activity by coordinating rooms, access, refreshments, visitor arrangements and operational requirements in advance.
• Respond to urgent site or operational matters, including occasional out-of-hours contact or attendance where required to support business continuity and site resilience.
• Work with the wider Facilities team to share information, coordinate cover and apply consistent workplace standards across our sites.