Office & Facilities Manager
Reporting
to: Talent Director
Location:
Holywood, N. Ireland
What
we’re all about:
We are a globally active performance
communications Group, using data, insight, strategy and creativity to solve
commercial problems and deliver significant return on marketing investment.
Our mission is to be a
trusted strategic partner to each of our Clients. We are creatively restless,
respectful, fearless, innovative, invested and always effective. Setting and
smashing those targets we set ourselves has allowed our team to grow bigger than
ever, so we need more people who will share in our goal of achieving
spectacular results for every Client.
As a fully integrated
communications business, the Ardmore Group offers strategy, creative, design,
digital, media planning and buying, and branding, as well as PR and event
management through our sister company LK Communications, awarded PR Consultancy of the Year
at the Chartered Institute of Public Relations (CIPR) Pride Awards 2022, and eCommerce
intelligence and performance marketing through our second sister company, Built
For Growth Digital, awarded Best eCommerce Agency in the UK 2022 by the eCommerce
Association.
Globally connected, as
shareholders in Worldwide Partners Inc., the Ardmore Group has direct access to
global talent with localised insight. This enables us to create impactful
campaigns delivered on local, national and international scales.
More
than that, we’re all about our people. Inside our offices, you’ll find a
friendly and collaborative group of highly creative professionals all striving
for the same goals: to create brilliant work and exceed expectations every step
of the way.
Interested in working
alongside industry experts on some of the best known International, UK &
Irish brands? Enjoy a flexible, collaborative and stimulating work environment?
Ready to drive your career forward with an ever-growing, innovative company?
Then this is the place for you!
Who we’re
looking for:
We are
looking for a motivated, professional individual who doesn’t mind wearing
multiple hats. Experienced in handling a
wide range of office management and facilities management duties to ensure
agency effectiveness, efficiency and safety.
You will be well organised, flexible and enjoy the challenges of
supporting a busy and fast paced agency environment.
Key Responsibilities & Accountabilities
Office
Management and Health & Safety
- Overseeing the day-to-day activities of the office, while line
managing the work of the receptionist.
- Ensuring the efficient and safe operation of the work environment. Making sure the agency is complying
with H&S legislation and policies along with Fire regulations and
legislation.
- Manage all aspects of the office’s space (moves, adds, and changes
to workstations);
- Ensure the agency’s policies and procedures comply with current
GDPR legislation.
- Renewal of all office, professional indemnity and employer and
public liability insurances for the agency including notification to
insurers if applicable.
- To
develop and amend relevant data reports that provide KPI insights to
support the business aims and objectives.
Quality
& Environmental Management
- Maintain, audit and train staff within the confines of the agency’s
quality standard ISO 900: 2015 and environmental standard ISO 14001 and liaise
in the completion of external surveillance audits by the accreditation
body SGS
- Work with the senior leadership team to establish industry-leading
quality and environmental management processes throughout the agency
- Collate monitoring info for facility resources, including
electricity, paper, waste
- Monitor and collate Non-conformance forms
- Ensure Client Satisfaction Survey feedback is gathered and
reported.
- Coordinate meetings for IMS Consultant with staff and chase up
outstanding actions on behalf of IMS Consultant
- Work with the Client Action Team to develop initiatives to support
our carbon emission reduction aims
- Ensure completion of environmental reporting and survey compliance
including monthly electric readings
- Oversee recycling across the agency
Facilities & Equipment Management
- Monitor and maintain IT equipment, ensuring efficient resolution
of issues and advance planning of upgrades.
- Liaise
with external IT providers to ensure all software and hardware are
maintained and kept up to date while overseeing any support calls and
call outs
- Provide training to all new staff on appropriate use of equipment.
- Oversee servicing and monitoring of facilities, inc air con,
alarms, fire extinguishers etc
- Ensure all facilities records are maintained at all times
- Line Management of office cleaner, ensuring satisfactory levels of
cleaning across the agency is maintained at al times, including
organising cleaning cover when cleaner is absent.
What
you need:
Essential
Desirable
Qualifications/
Attainments
Minimum
of 5 GCSE’s or equivalent to include Maths and English
Proficient
in Microsoft Office
H&S
Safety Qualification
GDPR
qualification
IT Qualification
Relevant Experience
Minimum
of 2 years Office Management and Facilities management experience in a
busy, fast paced office environment.
Knowledge
of office management responsibilities, systems and procedures.
Experience
of managing an ISO Quality & Environmental standards
Experience
working with Health and Safety protocols and legislation.
Special Aptitudes
Well
Organised and proactive wit ability to work on own initiative.
Excellent
time management skills and ability to multitask and prioritise work.
Attention
to detail and problem solving.
Excellent
written and verbal communication skills.
Disposition
Approachable
Professional
Initiative
Adaptable
Circumstances/
Interests
Flexible
and adjustable.
Coordination
Process
improvement
Additional information:
Closing date:
the closing date for CVs is Monday 27th May 2024. Late CVs will
not be considered. Email your CV along with your Monitoring Form to
Shortlisting: only
candidates who clearly demonstrate how they meet the essential criteria will
be shortlisted. The panel reserves the right to apply all or part of the
desirable criteria at the shortlisting stage.
Reserve list: a
reserve list of candidates may be maintained for the purpose of any similar
vacancies (temporary or permanent) that may arise within 12 months of this
recruitment process.
Employment offer: any employment offer is subject to satisfactory
completion of two employment references, proof of right to work in the UK and
proof of any required qualifications.
Ardmore
is an equal opportunities employer and welcomes applications from all
sections of the community. All appointments will be made on the basis of
merit.