Office Manager

Mott MacDonald is a global engineering, management, and development consultancy with over 20,000 employees across more than 50 countries and 140+ offices. 

We work across incredible global industries, delivering exciting work that is defining our future and making an important societal impact in the communities we serve. Our people power our performance – we succeed when they do. With countless opportunities to collaborate, learn, and grow, the possibilities for excellence are as varied as every individual. 

Whether you want to grow as a subject matter expert or broaden your experience with roles across our international community, you’re surrounded by global specialists who want to combine their expertise and champion you to be your best. As a proudly employee-owned business, we benefit our clients, our communities, and each other, investing in creating the right space for everyone to feel empowered, included, and valued. Whatever your ambition, Mott MacDonald is where people come to be brilliant.

Overview of role

Are you an experienced Office Manager seeking a new challenge?
Interested in joining a leading multi-million-euro organisation to work as part of a national premises support team?
Do you wish to take on a role with excellent opportunities for long term career progression?

As an Office Manager, you will be focused on operational activities for the office ensuring staff and visitors enjoy a great experience when attending our premises.  As Office Manager you will be responsible for meeting mandatory compliance under Mott MacDonald’s Business Management System, namely health, safety, security, information security and office environmental management.  While the remit for the role will be the Cork office, you will be expected to support the other Irish offices where necessary, which currently include Dublin, Belfast, Limerick and Galway.  Travel may therefore be required on occasion.

This is an office-based role and full-time attendance in the office is a prerequisite.

Duties will include but not limited to:

General
•    Ensuring the office complies with Group standards and local legislation.
•    Arranging emergency procedures including fire, security and first aid.
•    Retaining all relevant records for three years.
•    Assisting the Office Principal with producing an Office Continuity Plan.
•    Manage the organisation of events both internal and external.
•    Oversight of the management of front of house and welcome and meeting rooms.

Risk
•    Undertaking office risk assessments.
•    Reviewing office risk assessments after substantial changes or at least annually.
•    Identifying hazards and completing actions to mitigate their risk.

Health, Safety and Security, Information Security and Environment
•    Ensuring staff and visitors are made aware of, and follow, Health, Safety and Security procedures in the office.
•    Managing and controlling access passes for staff, visitor and contractors.
•    Ensuring all accidents and near misses are reported, investigated appropriately and closed out.
•    Assessment of positive intervention reports in respect of Safety and Security, Environmental and Information Security.
•    Cooperating with Safety Managers in monitoring Health, Safety and Security and Environmental performance.
•    Undertaking an annual Environmental Impact Assessment.
•    Updating office procedures for Health, Safety and Security, Environment and Information Security annually, in line with Group objectives, and arranging the publication on Compass.
•    Liaising with local enforcement bodies as necessary.

Outside Services Suppliers
•    Procuring office services and supplies using centrally preferred supplier lists and providing feedback on performance.

Office inspections
•    Undertaking monthly inspections of the office, using Monthly Office Inspection Checklist, recording and acting upon findings.
•    Monitoring progress of improvement actions and review actions undertaken and impact annually.
•    Managing staff awareness of office improvement actions and raise awareness of requirements through communications and publicity campaigns.

People Management
•    To perform a line manager role to local office coordinators within their scope.
•    Act as a point of contact for annual leave and sickness.
•    To arrange cover for front of house roles.
•    Ensure line reports feel involved in the business.

Candidate specification

Desirable criteria for the ideal Office Manager:

•    Previous experience in an Office/Facilities management role.
•    Excellent people skills.
•    A positive, can-do attitude.
•    Ability to effectively communicate with staff and visitors through, phone, email and in person.
•    Proficient in MS office applications.
•    Able to work as part of a team and independently.
•    Good knowledge of Health and Safety management in the context of an office environment.
 

Equality, diversity, and inclusion 

We put equality, diversity, and inclusion at the heart of our business, seeking to promote fair employment procedures and practices to ensure equal opportunities for all. We encourage individual expression in our workplace and are committed to creating an inclusive environment where everyone feels they can contribute.

Accessibility

We want you to perform your best at every stage in the recruitment process. If you are disabled or need any support to enable you to apply or attend an interview, please contact us at reasonable.adjustments@mottmac.com and we will talk to you about how we can support you.

Agile working  

We are happy to talk openly about flexible working and how we can support your responsibilities beyond the workplace. 

We offer some fantastic benefits including:

• Flexible working
• Pension matched up to 7% of base salary
• Competitive annual leave
• An annual professional institution subscription
• Life insurance
• Income continuance
• Enhanced Paternity leave
• Annual company performance bonus scheme – Subject to company performance
• Cycle to work scheme
• Travel TaxSaver tickets
• Commitment to Continuing Professional Development – we are accredited by Engineers Ireland
• Mentoring and support for career development and progression

Apply now, or for more information about our application process, click here.