Office Manager in Ballymena

Location: Ecos Hub, Ballymena. (This role will be based in the office full time)

Contract type: Permanent.

We are seeking a proactive and highly organised Office Manager to ensure the smooth day-to-day running of our office at Ecos Hub, Ballymena, as well as overseeing the leases of our other offices.

Sitting within the People & Finance team, this role is at the heart of our operations—ensuring the workplace is welcoming, efficient, and fully equipped to support our employees and visitors.

The Office Manager will take ownership of all office-related processes, from managing facilities and supplies to coordinating with service providers, supporting company events, and ensuring compliance with health, safety, and security standards. They will play a vital role in fostering a positive, productive working environment and will be the first point of contact for office-related queries.

This is a fully office based role.

What you will do :

• Be present in the Ballymena office every day so that there is a consistent point of contact for office-related matters
• Liaise with MEA council’s onsite facilities manager regarding all aspects of the property including heating, lighting, parking, access and security, facilities, health and safety, and all property-related queries.
• Be the main point of contact for our other office locations - including managing post, phones etc
• Ensuring all the necessary kit is in situ in offices, kit requests are properly handled.

Health and Safety / Fire warden responsibility

• Take responsibility for fire warden and first aid at work allocation and certifications
• Maintain and circulate (to new starts and everyone on a regular basis) their responsibilities under the Health and Safety / Fire Awareness / Evacuation policies
• Keeping such policies up to date
• Arranging regular testing for electrical equipment and safety devices;

Office space and meeting/breakout rooms

• Set up and maintenance/tidying of the meeting rooms etc and communal spaces
• Ensuring that all equipment is in good working order in meeting rooms and kitchens and arranging repairs as necessary
• Ensuring that leads cables, electrics are tidy in all shared spaces and reminding staff that they should keep their own work areas clean and decluttered
• Liaising with our outsourced IT provider

Kitchen

• Kitchen restocking (on both floors) with a good system in place to ensure supplies are replenished regularly
• Ensuring crockery and cutlery are well maintained and professional
• Liaising with cleaner re rubbish removal
• Arranging a monthly deep clean of kitchen fridges with cleaner
• Assistance with catering requirements for company events
• Coffee machine maintenance, ordering, and assisting with the machine cleaning rota.

Receptionist and general administration duties

• Managing phones/reception duties
• Providing a warm welcome to any visitors
• Managing post and deliveries and any collections required for the office
• Organising the office layout and maintaining supplies of stationery, office supplies, equipment and catering
• Assisting with booking travel for staff
• Assisting with the Finance administration and ad-hoc projects as required
• General HR/admin support covering onboarding and offboarding of staff

Inventory management for all locations

• Maintaining a record of what PlotBox kit employees have in office and at home
• Putting in place a process to manage kit requests/approvals
• Managing licenses and access to software systems
• Stationery and general office supply orders and ensuring communal printers are fully stocked with paper/ink/toner etc
• Managing costs and budgets, escalating areas of attention to the Finance team

What we are looking for:

• Previous experience in office management, administration, or facilities coordination.
• Demonstrated experience managing office operations (suppliers, maintenance, equipment, and supplies).
• Familiarity with health & safety compliance and best practice in an office environment.

Desirable Experience -It’s not a deal breaker, but ideally you will have:

• Health & Safety certification (e.g., First Aid, Fire Warden, IOSH Managing Safely).
• Experience supporting finance or HR processes.

Why should you join PlotBox ?

• We have a clear mission - and a sense of pride in doing what we do - to ultimately lessen people’s pain at the most difficult time of their lives; this means a lot to our team
• We are a global company with over 120 colleagues based across the UK, Australia and North America. You’ll undoubtedly broaden your understanding and appreciation of global operations
• We have a passion for tech and innovation, actively exploiting new and cutting-edge tools and technologies to enhance our product and skillset
• We are proud that, since 2020, we have received our Great Place to Work® Certification™ - our staff have told us loud and clear that they love working for PlotBox
• We have also been recognised as one of the UK’s Best Workplaces for Development™ 2024 - we invest in employee growth; we nurture every career.
• We are a truly diverse and inclusive workplace; we are proud to boast 43% femalé representation - which is almost double the average within the tech industry and helped put us on the UK’s Best Workplaces for Women listing in 2023
• Our focus on wellbeing and a supportive culture has seen us ranked on the UK’s Best Workplaces for Wellbeing list (2023 and 2024)
• One of our core values is trust; you are trusted to do your job without someone micro-managing - we expect people to give their best efforts in return

Life at PlotBox - we appreciate that we may not be the right workplace for everyone, so below we have laid out what life at Plotbox is really like so you can decide if a career at PlotBox is for you !

• We are a growing / scaling company - as such we don't always have everything neatly mapped out so you have to be comfortable with ambiguity sometimes
• A 40 hour working week and core working hours. We ask everyone to be at work during our core hours from 10-4pm but outside of that we have flexible start and finish times so you can balance your work hours around life’s commitments.
• We believe in continuous improvement - so that can mean change is a pretty constant thing for us - we need our people to embrace change as opposed to resisting it
• We believe feedback is crucial to development so we will create a safe environment where you can take onboard feedback and use it to improve - but we can't force you to take the feedback on board; that's your choice
• We will support and nurture you - but we need you to show initiative, be able to tackle problems, roll with the challenges and get stuff done
• There is no room for ego round here - everyone is here because they bring something to the table - all voices are heard and respected

And in case you still can’t decide, here are MORE benefits to joining PlotBox !

• We support our employees’ health and wellbeing with regular wellbeing initiatives and health insurance
• Our life cover policy ensures your loved ones are looked after should the worst happen *
• Our flexible benefits suite allows you to flex-up (or down) on on benefits depending on what is most useful to you and your family at the time
• We regularly undertake reviews of our benefits package to ensure we are offering the best package for our staff
• Career mobility and progression which is based on merit as opposed to ‘time-served’ as well as the opportunity to travel to our global sites and visit customers when they need us on the ground.
• Active social and charity committee - whether you work from our office or remotely we ensure lots of accessible activities allowing everyone to come together such as quizzes and our book club. .
• Our staff referral scheme* could see you bag a nice fee if you refer a friend who joins our team

* not applicable to Fixed term roles

PlotBox is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees. We welcome applications from all qualified candidates regardless of race, religion, sex, sexual orientation, gender identity, national origin, disability, or any other characteristic that makes you who you are.. All employment decisions are based on qualifications, merit, and business needs.

If you require any reasonable adjustment or wish to speak to a member of our Talent team about tailoring the recruitment process to your needs please email careers@plotblox.io stating the role you are applying for.