Office Manager

• 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.

• 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;

• 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 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.

• 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

• 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

• 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.

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

• 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

• 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

• 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

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