Principal Office Manager, Hillsborough, NI

Job title:

Principal Office Manager, Hillsborough, NI

Company

GRAHAM Group

Job description

About The RolePRINCIPAL OFFICE MANAGERDIVISION: CentralLOCATION: Hillsborough, NI
CONTRACT: Full time, PermanentBenefits: Subsidised Private Medical Cover; Life Assurance Scheme, Contributory Pension, 35 Days annual leave (Including Public Holidays) + moreWe are looking for a highly organised and proactive Office Manager to oversee the daily operations of our bustling head office in Hillsborough. The ideal candidate will be responsible for all administrative activities that facilitate the smooth running of the office, including but not limited to, organising people, information and other resources.If you are an experienced, motivated and detail-oriented individual with a passion for managing office operations and supporting a dynamic team, we encourage you to apply for this exciting opportunity.Key Responsibilities:

• Oversee the daily operations of the office, ensuring a productive and efficient work environment.
• Manage and support a team of administrative staff, including Receptionist.
• Coordinate maintenance and repairs of office equipment and facilities, liaising with vendors and service providers.
• Manage the company’s Stationery Account and maintain office supplies inventory, placing orders as needed and ensuring cost-effective purchasing.
• Coordinate travel contracts, utilising external providers and managing travel booking team.
• Manage the Group Archiving Account and maintain, organise company records and documents, ensuring they are correctly archived and easily accessible.
• Manage the Group Business Prime Account, including placing orders.
• Manage the Group Franking Machine Account and oversee the use and maintenance of the group franking machine for mail processing.
• Manage various accounts, including handling equipment leases, reporting issues, ordering supplies, and communicating with stakeholders.
• Administer company credit cards, including access to the credit card spreadsheet for tracking expenses, and reconciling statements.
• Act as the Process Owner for Travel & Office Admin processes, ensuring compliance and efficient workflows are kept up to date.
• Be responsible for creating efficiencies in office administrative processes to deliver future cost and quality benefits.
• Maintain and update OfficeMaps software, ensuring accurate representation of office layout and seating arrangements.
• Manage the room booking system, raise any software faults, coordinate meeting room reservations and ensure accessibility.
• Oversee the Sign-in app for visitors and staff ensuring smooth and efficient check-in processes and be responsible for raising any faults.
• Identify and implement process improvements to enhance operational efficiency and streamline workflows.

This job description is intended to give the post holder an appreciation of the role envisaged for the Principal Office Manager and the range of duties to be undertaken.
It does not attempt to detail every activity. Specific tasks and objectives will be agreed with the post holder at regular intervals.Person SpecificationEssential

• Demonstrated experience as a Principal Office Manager, ideally within a large, fast-paced organisation.
• Comprehensive understanding of office management responsibilities, systems, and procedures.
• Exceptional leadership skills to effectively manage diverse personalities.
• Excellent communication and interpersonal skills to foster strong relationships with Senior Management and Directors.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook).
• Ability to multitask and prioritize tasks efficiently in a dynamic environment.

Desirable

• 3rd level qualification or equivalent in Business Administration, Management, or a related field.
• Experience with various software applications and systems used for office management and operations.
• Experience within a Construction organisation

Desirable Behavioural Competencies:Effective Communication skills: Able to adapt communication to audience and create detailed written documents and reports. Able to maintain and manage communication links with a variety of stakeholders. Presents a professional image and promotes the Brand.Customer Focus: Takes time to question and understand the real, underlying needs of the customer, beyond those initially expressed. Always works closely with customers, developing an independent view of their needs and acting in their long-term interest.Initiative: is able to work alone to get results in an effective way but is aware when assistance is required to adhere to deadlinesTeam Player: Always willing to be involved in other activities to achieve company objectives. Works collaboratively and uses influence to gain resolution of issues. Demonstrates honestly, loyalty and commitment.Problem Solving: Looks objectively at each situation to ensure that all outcomes are thoroughly assessed before deciding on an appropriate course of action.Adaptability: Able to manage change and remain flexible to individual situations.Our Commitment:
At GRAHAM, we are proud to say that we are a committed Equal Opportunities Employer and we aim to be the first choice for people from all backgrounds. We seek to promote respect for the individual and equality of opportunities. We believe that everyone should be treated solely on the basis of personal merit and contribution throughout their GRAHAM career journey and not on the value of artificial barriers, prejudices, or preferences.If you require any adjustments or accommodations during the application or interview process, please let us know. We welcome applicants from all backgrounds.We are dedicated to making our policies and guidance accessible to all applicants and employees. If you need this document in an alternative format, such as large print, audio, or braille, please contact us at:

• Email:
• Phone: 07384 916355

As a Disability Confident Employer, we guarantee an interview to disabled applicants who meet the minimum essential criteria for the role. If you would like to apply through the Disability Confident Interview Scheme, please contact Louise Hunter, Resourcing Manager, at:

• Email:
• Phone: 07384 916355

We are only able to consider applications from individuals who are eligible to live and work in the UK, as per Home Office regulations. Please check your eligibility with the regulations before applying. Individuals with a current time restricted right to work in the UK, should contact the Human Resources team in the first instance.A basic disclosure may be requested if security clearance is required by 3rd party clients and a criminal record will not necessarily be a bar to obtaining a position. Our Access NI/Vetting and Barring Scheme Policy and Policy on the Recruitment of Ex-Offenders is available upon request.GRAHAM reserves the right to carry out checks to ensure the validity of an applicant’s experience and/or qualifications and we expect all applicants to comply with any such requests for information. Failure to do so or evidence of any falsification of information will lead to either removal from the recruitment process or if already in employment potential termination of contract through the company disciplinary procedure.#grahamnijobsAbout YouNot SpecifiedAbout Us

Expected salary

Location

Hillsborough, Co Down

Job date

Wed, 12 Mar 2025 08:12:38 GMT

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