Description
Job Summary :
Codec Belfast is seeking a proactive and organised Part-Time Facilities Coordinator to ensure the smooth running of our office. In this role you will be responsible for maintaining the upkeep of the office environment, coordinating maintenance tasks, communicating with suppliers and supporting office events and activities. The ideal candidate will be a hands-on problem solver with strong organisational and communication skills and the ability to multitask. The position will report into the Facilities Manager. You will handle a variety of day-to-day operational needs and as such will need to work closely with other teams.
Key Responsibilities :
1. Office Upkeep and Maintenance:
2. Maintain the overall tidiness and cleanliness of the office.
3. Identify and action any snags or maintenance issues.
4. Oversee plant care, ensuring regular watering, pruning, and maintenance.
1. Inventory and Supplies Management:
2. Manage kitchen essentials (washing up liquid, dishwasher tablets, etc.), ensuring stock levels are maintained.
3. Coordinate weekly lunch and fruit deliveries, liaising with suppliers and managing orders.
4. Take receipt of office supplies and deliveries, ensuring safe storage and proper distribution.
1. Health & Safety Compliance:
2. Maintain the First Aid box and ensure compliance with legal health and safety requirements.
3. Arrange and implement fire drills and other safety procedures in coordination with building management.
4. Act as a First Aid responder and ensure additional first aid coverage in the office.
1. Event Coordination and Support:
2. Assist with planning and organising office events, such as Free Lunch Thursdays and seasonal gatherings.
3. Coordinate with HR and external vendors for event logistics, including venue sourcing, payment processing, and food planning.
4. Provide occasional out-of-hours support for events as required.
1. Building and Contractor Management:
2. Maintain relationships with landlords, building maintenance, and contractors, arranging meetings and facilitating any required work.
3. Liaise with Codec Facilities manager to report on any maintenance work that needs to be carried out.
4. Assist and action any projects that arise.
5. Oversee fob allocation and recording for access control.
1. Audit and Compliance Support:
2. Assist with audit preparation and compliance activities.
3. Work closely with the facilities team to ensure smooth operations and adherence to company policies.
1. Additional Duties:
2. Support travel and accommodation bookings for Belfast-based resources.
3. Coordinate deliveries and manage safe receipt of high-value equipment when required.
4. Facilitate donations and deliveries to partner organisations (e.g., Flourish).
Required Skills & Qualifications :
1. Proven experience in office/facilities management or a similar role.
2. Strong organisational and multitasking skills.
3. Excellent communication and interpersonal skills, with the ability to work well with suppliers and internal teams.
4. Proficiency in basic administrative tasks (scheduling, inventory management, etc.).
5. Ability to lift and handle office supplies and equipment when necessary.
6. First Aid certification is preferred or willingness to obtain certification.
7. A proactive attitude and the ability to problem-solve independently.
Working Hours :
This is a part-time role, requiring 12-15 hours per week, spread across 3 half days. Some flexibility may be required to accommodate events and urgent tasks. #J-18808-Ljbffr