Office Administrator in Downpatrick

To provide efficient administrative support across the Centre, ensuring smooth day-to-day operations in reception, property management, room hire, and event administration. The Office Administrator will be the first point of contact for tenants, visitors, and clients, contributing to the professional image and effective running of Down Business Centre.

Responsibilities

• Reception & Front of House - Greet and assist visitors, tenants, and clients in a professional and friendly manner.
• Reception & Front of House - Manage incoming calls, emails, and general enquiries.
• Reception & Front of House - Maintain visitor logs, handle mail and deliveries, and manage office supplies.
• Reception & Front of House - Ensure reception and communal areas are tidy, welcoming, and well-presented.
• Reception & Front of House - Provide administrative support to management and other staff as required.
• Property Administration - Maintain up-to-date records of all tenants, including lease agreements, contact details, and occupancy schedules.
• Property Administration - Support the Chief Executive with property-related administration, such as maintenance requests, contractor bookings, and compliance checks.
• Property Administration - Assist in preparing and issuing tenant communications, notices, and renewal documentation.
• Property Administration - Monitor and update property management databases and filing systems.
• Property Administration - Liaise with maintenance to ensure high standards are maintained across all facilities.
• Room Hire & Bookings - Manage enquiries, bookings, and invoicing for meeting and training rooms.
• Room Hire & Bookings - Coordinate room setups, refreshments, and equipment (projectors, AV, etc.) to ensure client satisfaction.
• Room Hire & Bookings - Maintain accurate booking schedules and ensure smooth handover between events.
• Room Hire & Bookings - Promote room hire services through administrative support for marketing and online listings.
• Event Management Administration - Provide administrative support for in-house and partner events (e.g., Go Succeed, networking sessions, workshops).
• Event Management Administration - Assist in coordinating event logistics - invitations, attendee lists, catering, signage, and materials.
• General Office Support - Support management with administrative tasks, reports, and project coordination.
• General Office Support - Contribute to continuous improvement of office systems and processes.

Skills and Qualifications

• Proven experience in administration, customer service, or office support.
• Competent in Microsoft Office (Word, Excel, Outlook, Teams).
• Experience in facilities administration.
• Event coordination or marketing support experience.
• Familiarity with CRM systems and booking management tools.
• Knowledge of the local business and enterprise environment.

Further Information

JobStart Opportunity - Working Hours Information

• Standard Hours: up to 25 hours per week.
• Flexible/Reduced Hours: May be available upon approval by a Work Coach.
• Additional Hours: The employer may offer extra hours depending on availability. This should be discussed directly with the employer before starting employment.

Application Information

JOBSTART IS OPEN TO WORKING AGE BENEFIT CLAIMANTS WHO ARE DEEMED ELIGIBLE BY A WORK COACH. If you are on Universal Credit, please contact your Work Coach via your Journal. If you are in receipt of any other working age benefit, please contact your local Jobs & Benefits Office on 0800 001 5782.