Location: Ards Business Hub, Sketrick House, Newtownards
Employment Type: Part-time | 25 hours per week | Flexible scheduling available
Key Responsibilities:
- Maintain Records: Keep accurate and up-to-date records of maintenance schedules, contracts, compliance documentation, and tenant records.
- Financial Processing: Prepare and process purchase orders, invoices, and other financial documents related to property and facilities management.
- Communication Management: Handle correspondence with contractors, suppliers, and tenants, managing electronic data and emails efficiently.
- Reporting and Documentation: Complete monthly reports, working instructions, and obtain client feedback for management.
- Property Management: Respond to property enquiries, liaise with letting agents, manage tenant agreements, and maintain the property waiting list.
- Market Analysis: Conduct market and competitor analysis for business accommodation.
- Facilities Coordination: Schedule and coordinate maintenance, inspections, repairs, and manage supplies and key systems.
- Marketing Support: Assist with marketing vacant units and liaise with tenants for testimonials and success stories.
- Customer Service: Serve as the first point of contact for tenants and visitors, addressing facility-related enquiries and issues promptly.
- Compliance and Safety: Ensure compliance with health and safety regulations, support emergency procedures, and identify potential hazards.
Essential Criteria:
- Proven experience in administrative or facilities support roles.
- Proficient in Microsoft Office Suite (Word, Excel, Outlook).
- Strong organisational and multitasking skills.
- Exceptional customer service skills with excellent interpersonal abilities.
- Possess a ‘Can Do’ attitude and excellent written and verbal communication skills.
- Proven ability to use initiative, work both independently and as part of a team, and build good working relationships.
Desirable Criteria:
- Knowledge of health and safety regulations.
- Work experience in a commercial estate agent or property management company.
- First Aid or Health & Safety certification.
Key Attributes:
- Detail-oriented and proactive.
- Excellent problem-solving and time management skills.
- Customer-focused with a professional demeanor.
- Adaptable and willing to take on varied tasks.
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.
This role requires a commitment of 25 hours per week, with specific scheduling arrangements to be discussed during the recruitment process. The needs of the business will be regularly reviewed, and the requirements of this role may be adjusted to align with evolving business priorities.
What We Offer:
- Annual Leave: 22 days of annual leave plus 11 statutory holidays per annum.
- Pension Scheme: Employer pension scheme.
- Additional Benefits: On-site free parking and time off in lieu for additional hours worked.
- Professional Development: Opportunities for professional development and growth.
If you are excited about contributing to the smooth operation of Ards Business Hub and are ready to take on this rewarding role, 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
