Location: Ards Business Hub, Sketrick House, Newtownards
Employment Type: Job Share | Flexible hours | Core hours Monday to Friday, 08:30 to 17:00
Key Responsibilities:
Administrative Support:
- Manage internal CRM and maintain office supply inventory.
- Issue evaluations for events, property queries, and tenant feedback.
- Provide administrative support to the Management Team.
- Ensure compliance with ISO processes and GDPR regulations.
Front of House & Visitor Management:
- Act as the first point of contact for all visitors and enquiries.
- Manage reception duties, including telephones, post distribution, and delivery notifications.
- Utilise the Envoy Visitor Management System.
- Direct or accompany external providers as necessary.
Meeting & Conference Support:
- Assist with meeting space bookings, invoicing, and setup/clear-down.
- Liaise with meeting space users and coordinate catering arrangements.
- Maintain cleanliness and presentation of meeting spaces.
Marketing & Communications:
- Support marketing efforts for vacant units, events, and facilities.
- Update website news features and social media content.
- Assist in creating branded materials and newsletters.
Essential Criteria:
- Minimum of 3 years’ experience in a fast-paced office environment.
- Excellent written and verbal communication skills.
- Strong customer service and interpersonal skills.
- Proficient in Microsoft Office and Google Suite.
- Highly organised with strong time management and attention to detail.
- Ability to work independently and as part of a team.
- Flexible and proactive approach to work.
Desirable Criteria:
- 5+ years’ experience in office or customer-facing roles.
- A Level or equivalent qualification.
- Professional certification in customer service.
Key Attributes:
- Professionalism: Maintains a courteous and polished demeanor in all interactions.
- Attention to Detail: Ensures accuracy in documentation, communication, and presentation.
- Initiative: Proactively identifies and addresses tasks without needing direction.
- Adaptability: Comfortable working in a dynamic environment with shifting priorities.
- Team-Oriented: Collaborates effectively with colleagues and contributes to a positive team culture.
- Customer-Focused: Delivers exceptional service to tenants, clients, visitors, and stakeholders.
- Discretion: Handles sensitive information with confidentiality and integrity.
- Reliability: Dependable and punctual, with a strong sense of responsibility.
Hours of Work:
- Core business hours are Monday to Friday, 08:30 to 17:00, with flexibility required based on client and organisational needs, including occasional early mornings, evenings, and weekends.
- Specific hours: Monday and Tuesday, 08:30 to 17:00, and Wednesday, 08:30 to 12:30.
- A one-hour unpaid lunch break is permitted.
Please note that there will be a requirement to provide 17 days’ annual leave cover for the other Administration Assistant job share role and 33 days annual leave cover for the Meeting Space Coordinator.
What We Offer:
- Annual Leave: 22 days of annual leave plus 11 statutory holidays per annum, pro rata.
- Pension Scheme: Employer pension scheme.
- Additional Benefits: On-site free parking and paid for additional hours worked.
- Professional Development: Opportunities for professional development and growth.
If you’re interested in joining our dynamic team and contributing to the success of Ards Business Hub, please send your CV to:
Nichola Lockhart, Chief Executive
Email: nichola@ardsbusiness.com
Phone: 028 9181 9787
Address: Ards Business Hub, Sketrick House, Newtownards, BT23 4YH
