Office & Business Operations Manager

Purpose of the Role

The Office and Business Operations Manager is responsible for ensuring the efficient day to day operation of Buildcost's business support functions.

The role provides operational leadership across accounts management, office management, HR administration, marketing support and quality management processes. Working closely with the Directors, the person responsible will oversee the smooth running of the office, support continuous improvement initiatives and ensure that Buildcost's administrative and operational processes are delivered to a consistently high standard.

The role also provides leadership and support to the Business Administrator, ensuring work is effectively prioritised and delivered.

Key Responsibilities

Finance Administration

• Coordinate client invoicing.
• Monitor debtor balances and credit control activities.
• Process supplier invoices and payments.
• Prepare payroll information.
• Monitor employee expenses.
• Maintain timesheet records.
• Support budgeting and financial reporting activities.
• Liaise with external accountants where required.

Office and Business Operations

• Oversee the efficient day-to-day running of the office.
• Develop, review and improve administrative systems and business processes.
• Manage relationships with suppliers, service providers and contractors.
• Coordinate facilities management and office resources.
• Support the Directors with operational planning and administration.
• Ensure business records are maintained accurately and confidentially.

Human Resources

• Support the HR Partner (external) with HR administration.

Quality Management Systems

• Support the maintenance of Buildcost's ISO 9001 Quality Management System.
• Maintain controlled documentation and records.
• Coordinate internal audits and management review meetings.
• Monitor corrective actions and improvement initiatives.
• Assist with continuous improvement projects.
• Support document control and procedural updates.

Business Development and Marketing

• Coordinate fee proposals and draft tender submissions.
• Assist the Marketing Partner (external) with social media and marketing campaigns and the preparation of presentations and promotional material.
• Coordinate company events and client engagement activities.

Leadership and Team Support

• Supervise and support the Business Administrator.
• Allocate and prioritise workloads.
• Provide coaching and guidance where appropriate.
• Promote high standards of professionalism and customer service.
• Foster collaborative working across the business.

Person Specification

Essential Qualifications & Experience

• Minimum 5 years' experience in an Office Manager, Practice Manager, Business Operations or similar role.
• Experience managing multiple business support functions.
• Experience supporting senior leadership teams.
• Strong financial administration experience.
• HR administration experience.
• Excellent organisational and planning skills.
• Strong Microsoft Office skills.
• Excellent written and verbal communication skills.

Desirable

• Experience within construction, engineering, architecture or professional services.
• Experience working within an ISO 9001 Quality Management environment.
• Knowledge of employment legislation.
• Experience with marketing and social media management.
• Experience managing administrative staff.

Pay: €45,000.00-€55,000.00 per year

Benefits:

• Additional leave
• Bike to work scheme
• Company events
• Company pension
• Employee assistance program
• Gym membership
• On-site parking
• Sick pay
• Wellness program
• Work from home

Work Location: Hybrid remote in Letterkenny, County Donegal