Office And Facilities Manager

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:

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.

Approachable

Professional

Initiative

Adaptable

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.