Job Description

The Ideal Person

We're on the lookout for a dynamic and proactive Office Manager to step into a key role during a 12-month maternity leave. The ideal person will be a natural organiser, adaptable, with a positive attitude and be able to work independently as well as part of our team.

Your main place of work will be our Head Office in Dungannon but travel to site and other offices on occasion will be required (maximum once per month). You'll work alongside the Directors and provide direct support to all departments. The role will be varied to include managing day-to-day office operations, our internal management systems (including ISO 45001, 9001 & 14001) as well as assisting the Accounts department. It is imperative you are able to multi-task, manage your own workload effectively, set your own targets and work under pressure.

Please note that the contract offered will be full-time, temporary for 12 months. Your working hours will be Monday - Thursday 8am - 5pm, Friday 8am - 1:15pm. There may be an opportunity of full-time part-time work after the 12-month contract expires.

The Role (Office, Health & Safety & Accounts)

Office

Supporting daily office operations - creating rotas, answering and managing incoming calls, ensuring professional communication and prompt redirection or resolution of enquiries.

Organise all travel-related logistics, including booking of accommodation, transport, and parking, ensuring cost-effective and convenient arrangements, within budget.

Manage the completion and submission of PQQs for prospective and existing clients.

Assist senior management in various tasks that may arise.

The procurement and restocking of essential office supplies such as bathroom and kitchen provisions, stationery, and other consumables to maintain a well-equipped and efficient workspace. Ensuring the office and communal areas are kept tidy at all times.

Assist in the timely planning and organisation of corporate meetings, when required.

Co-ordinating all necessary security checks for staff and subcontractors, including BPSS, DBS and SC, ensuring compliance with client and regulatory requirements.

Co-ordinate the ordering, distribution, and replacement of office company uniforms to ensure staff are appropriately attired and brand standards are upheld.

Maintain up-to-date records and renewals for a wide range of statutory and industry compliance certifications.

Covering key HR-related responsibilities during the HR Manager's absence.

Any other reasonable request.

Health & Safety/ISO's

Oversee and maintain all aspects of the company's Integrated Management System, ensuring ongoing compliance with ISO 9001 (Quality Management), ISO 14001 (Environmental Management), and ISO 45001 (Occupational Health & Safety).

Regular document control, updates, compliance and coordination of all internal goings on procedures to assist with our annual external audit.

Conduct Health & Safety site visits across various locations (N.I., UK & Ireland) to perform H&S audits.

Manage and maintain mandatory training records for all employees

Document and investigate any accidents, incidents and near misses in accordance with company procedures/RIDDOR.

Prepare and maintain Risk Assessments and Method Statements including offices, manufacturing areas, warehouses, and install projects as and when required.

Create and update site-specific Health & Safety folders/documentation

Work closely with the Procurement/Stores Manager to ensure regular calibration of tools, fire extinguisher inspections, fire drills, PPE inventory checks, and Portable Appliance Testing (PAT) are all scheduled and recorded.

Manage the onboarding and ongoing compliance of subcontractors, including collection and verification of necessary documentation.

Maintain clear, up-to-date, and legally compliant Health & Safety signage throughout the offices, stores.

Develop and implement policies, ensuring legal compliance.

Act as a point of contact and advisor for all staff at all levels.

Provide regular updates, reports and recommendations to senior management on health & safety performance and improvements.

Accounts

Assist our Senior Company Accountant with administrative tasks such as:

Supplier invoices - processing invoices on a daily basis into the accounts software, including matching invoices with purchase orders/goods received notes

Construction Industry Scheme - preparing and submitting subcontractor CIS certificates on a weekly basis; preparation and submission of monthly return to HMRC

Petty cash -disburse funds as required and process relevant receipts/invoices on a weekly basis

Company Credit Card -processing credit card transactions on a monthly basis, ensuring all expenditure is accounted for and assigned accordingly.

Relevant Contracts Tax Questionnaires - preparation of returns ready for submission to The Revenue Commissioner when required

Stock Dispensing - processing dispensing sheets when required.

The above list not an exhaustive list of duties and you will be required to perform different tasks due to the varied role within the organisation.

Skills and Qualifications & Requirements

Proven experience in an office management or a similar role but full training will be given

Computer literate and efficient in all Office applications - Word, Excel, Publisher, PowerPoint, Outlook

Experience working with Sage or the willingness and ability to learn quickly

Excellent organisational and multi-tasking skills

Natural team player with the ability to communicate at all levels

Excellent written, verbal communication skills

Willingness to travel on occasion to the UK + ROI for site visits

UK Driver's Licence (required for travelling to/from site)

Ability to adapt quickly to changing plans, solutions focused

Interest and understanding of ISO 45001, 9001 & 14001 or else a willingness to learn

NEBOSH General Cert or working towards or equivalent (Advantageous, but not essential)

CSR card (Advantageous, but can be arranged)

First Aid at Work (Advantageous, but can be arranged)

Estimated Start date: ASAP

Job Types: Full-time, Temporary
Contract length: 12 months

Pay: 30,000.00-40,000.00 per year

Benefits:

Bereavement leave Company events Enhanced paternity leave Free parking On-site parking
Schedule:

Monday to Friday
Work Location: In person

Application deadline: 04/07/2025
Expected start date: 21/07/2025