Office Manager (Maternity Cover)

Send Your CV Today

Position: Office Manager (Maternity Cover) – This is a temporary position with part-time hours (open to discussion on hours)

Location: Belfast

Salary: DOE

// ABOUT LOUD MOUTH MEDIA

We're one of the top digital advertising agencies in EMEA providing clients such as Harry Corry, Tourism Northern Ireland, BBC, The AA and many more with a fully managed service across Search, Display, Video, Paid Social advertising, SEO, e-commerce and performance creative and content. Everything we do is performance-focused and centres on driving ROI for our clients.

// THE ROLE

We are looking for a commercially aware, organised, detail-orientated individual to join our team as an Office Manager. The role focuses on ensuring smooth operation across the offices and providing up-to-date reports and information to the senior management team. The ideal candidate will have an eye for detail. Financial management/assistance is a key priority for this role, this will include assisting with invoicing and credit control.

Here's an idea what the role entails:

  • Manage, generate and process invoices – Key role

  • Resolve queries both internally and externally regarding outstanding invoices

  • Collate details of disputed invoices and initiate internal queries

  • Maintain contact with clients to ensure invoices are clear for payment

  • Proactive management and collection of debt

  • Oversee and support all administrative duties in the offices and ensure that the

    offices are operating smoothly

  • Management of the company inbox daily

  • Arrange travel and accommodation plans when required

  • Reception duties, including answering incoming calls and scheduling

    appointments – Following up on phone calls and contacts as appropriate

  • Manage office supplies, inventory and place orders as necessary

  • Book meeting rooms

  • Create budgets and order office supplies

  • Manage supplier relationships

  • Support the HR Manager with health and safety/fire safety procedures

  • Support HR Manager with onboarding and offboarding of employees

  • Negotiate and manage office insurance contracts

  • Organise and audit the company's systems, databases, and procedures

  • Prepare weekly and monthly reports for the directors

  • Provide administrative support for the directors as needed

// ESSENTIAL CRITERIA

In order to be considered for the following role you should have the following skills and experience:

  • 2+ years of office management experience

  • Srong time-management and people skills, flexibility, and multitasking ability – Key

    skill

  • Experience using invoicing software such as Xero (or similar)

  • Proficient user of Microsoft Excel and other MS applications

  • Advanced computer skills and experience with online platforms with aptitude to

    learn new software and systems

  • Excellent customer service and communication skills

  • Ability to work under pressure and to deadlines

  • Excellent interpersonal and communication skills

  • Good negotiation skills

  • Able to clearly explain financial matters

  • Strong business acumen

  • High attention to detail with analytical mindset

  • Problem solving skills

  • The ability to prioritise a workload to meet business needs

  • Experience working with clients to implement effective payment plans

  • Ability to produce detailed reports for management

// DESIRABLE CRITERIA

• Previous agency experience

// YOUR REWARD

Loud Mouth Media is a pretty great place to work! Our benefits are regularly reviewed and evolve based on feedback few get from the LMM team. We are committed to ensuring our team have a good life work balance. So, here’s what else you can expect from us:

  • Working for one of the top agencies in EMEA

  • Opportunity to work with a great mix of clients

  • Fun, casual working environment and lots of social occasions with your co-workers

  • Hybrid working model - get the best of both worlds spending time WFH and with

    the team in the office

  • Highly competitive salary

  • 33 days holiday (including 10 Public Holidays) increasing depending on length of service (or pro-rata alternative)

  • A day’s additional leave on your Birthday

  • Buy/sell holiday scheme and option to carry leave into the next year

  • Company Private Medical Insurance

  • Occupational Maternity/Paternity Entitlement

  • Occupational Sickness Entitlement

  • Great office space, with gym on site

  • Regular company socials organised by our Team

  • Prosecco time, beer fridge and complimentary soft drinks

  • Complimentary caffeine and fruity snacks

  • Training opportunities

  • Fantastic company culture!