Position: Office Manager (Maternity Cover) – This is a temporary position with part-time hours (open to discussion on hours)
Location: Belfast
Salary: DOE
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.
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
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
• Previous agency experience
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!