Full Time Office Manager for our office in Dunmurry, Belfast.
Job Title: Full Time Office Manager
About VSS Ireland Ltd.
VSS Ireland Ltd. is Ireland’s leading building compliance company. As industry leaders, we provide the highest standard of surveying, maintenance and installation services across our Fire Related Services, Air Handling and water hygiene divisions to all manner of facilities nationwide. VSS Ireland’s clients are from all sectors of the professional sphere, including, but not limited to: Pharmaceutical and Healthcare, Hospitality and Retail, Construction and Manufacturing, Chemical and Food Processing, and Business Environment.
Responsibilities include:
As our Office Manager, you will be highly organised and detail-oriented, responsible, reliable, punctual, and trustworthy. You will represent the company in a professional and supportive manner, developing and maintaining positive working relationships with our clients as well as co-workers. You will oversee daily administrative operations at the central office while managing and coordinating site teams to ensure seamless project execution.
Principal Duties and Responsibilities:
Office Management:
* Oversee day-to-day office operations, ensuring smooth functionality.
* Maintain and improve office systems, including filing, communication tools, and scheduling.
* Supervise office support staff, ensuring adherence to company policies.
* Prepare reports, correspondence, and documents as required.
* Manage office budgets, expenses, and supplies.
Site Team Coordination:
* Act as a liaison between office and site teams, ensuring clear communication and alignment on goals.
* Schedule, track, and monitor site team activities and project progress.
* Ensure site teams adhere to project timelines, quality standards, and safety protocols.
* Provide support to site supervisors, including administrative resources and timely information.
* Address and resolve operational challenges faced by site teams.
Human Resource Management:
* Assist in hiring, onboarding, and training office and site team members.
* Monitor attendance, leave, and performance metrics for office and site personnel.
* Address employee concerns and maintain morale across teams.
Compliance & Documentation:
* Ensure compliance with company policies, safety standards, and legal regulations.
* Maintain accurate records of office and site activities, including reports, logs, and schedules.
* Coordinate permits, licenses, and certifications required for site operations.
Stakeholder Engagement:
* Collaborate with vendors, suppliers, and contractors to ensure project needs are met.
* Regularly update senior management on office and site team performance.
* Attend and organize meetings between office and site teams as needed.
Knowledge, Skills and Abilities Required:
* Proven experience as an Office Manager or similar (Minimum 3 years).
* Prior experience managing site teams or field operations is a plus.
* Leadership and team management capabilities.
* Problem-solving and decision-making skills under pressure.
Other Requirements:
* Positive professional attitude and ability to develop relationships.
* Multitasking and time-management skills, with the ability to prioritise tasks.
* Ability to be resourceful and proactive when issues arise.
* Flexibility to visit site locations when needed.
* Understanding of basic project management and safety regulations.
* Proficient computer skills, Microsoft Office Suite (Word, PowerPoint, Outlook, and Excel) & experience working with a CRM (Salesforce/Workpal) is desirable.
* Fluent English (both written and oral).
Salary and Benefits:
* Very competitive salary, DOE.
Education:
* Bachelor’s degree in Business Administration, Management, or a related field (preferred).
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