Office & Culture Coordinator

7 months ago


Belfast, United Kingdom Wellington IT Full time

Job Summary:
Job Description:

- Role Location
- Belfast - Full Time
- Reporting to?
- Director of People & Culture
- Our culture and working environment is fun, down to earth and inclusive. Every role is important - so you can really make your mark across the team and our wider business
- We provide a local company environment but as our parent company is listed on the Canadian Stock Exchange we do operate under decentralised corporate frameworks. Collaboration is key across the team and you will be given plenty of support and interaction as you navigate your role
- We have just moved into our brand new office base in Belfast city centre which provides a modern working environment for this office focussed role
- As a key member of our people focussed team, regular team sessions allow you to share best practice ideas and be involved in planning/delivering wider company events so you can develop a deep understanding of the company strategy and interact with the wider team
- We have an active CSR committee and are committed to fundraising for our nominated charity and also look for fun social activities for everyone to be a part of
- Our benefits include:

- Competitive Salary
- Company Performance Bonus Scheme
- 35 Days Leave + your birthday off
- Study Support
- Private Healthcare Scheme
- Life Assurance Scheme
- Tax efficient Pension Contributions
- Cycle to Work Scheme
- Reward, Recognition & Engagement platform
- What will I be doing day-to-day?
- You will ultimately be responsible for delivering business support across a range of office and administrative activities, ensuring the smooth running and positive office culture in Wellington IT’s Belfast and Dublin offices. You will work with a range of colleagues across the Company, building strong rapport and relationships along the way to drive colleague engagement and collaboration.
- In a bit more detail, your key responsibilities will include, but not limited to:

- Office Culture:

- Plan and execute company engagement activities and build/drive an effective events calendar around this
- Propose and implement activities that will drive cross-functional collaboration across both offices
- Create and update Monthly Newsletter
- Use appropriate Communication Channels to drive employee engagement around office initiatives and activities
- Plan and execute company events
- Support the People & Culture Wellbeing Strategy by owning and planning wellbeing initiatives
- Build and maintain strong and effective working relationships with key stakeholders, including Leadership Team and Functional Leaders
- Ensure a consistent approach is taken across both Belfast and Dublin Offices
- New Starters Onboarding:

- First point of contact for interviewees and new starters
- Capture and record new starter documentation as per legislation/requirements
- Support with induction of new joiners
- Recruitment:

- Support the business with recruitment activities
- Process Improvement:

- Review role related processes and suggest/implement improvements to drive a positive change
- Office Management:

- Office facilities, including coordinating repairs and maintaining a professional standard that is reflective of our Company and Culture
- Oversee day-to-day office operations, including maintaining office supplies (including tea, coffee, milk, groceries and snack bar items), managing office equipment, and ensuring a clean and organised workspace
- Organise and coordinate shipping of equipment to Company offices and/or customers
- Organise catering for meetings and Company events as required
- Organise delivery of goods for events
- Plan and execute office store room tidy up and ongoing organisation
- First Point of Office Contact:

- Regular office presence in both Belfast and Dublin
- Ownership of all employee badges and key fob system including, visitor badges issued as and when required
- Health and Safety:

- Implement and enforce office health and safety guidelines and protocols
- Ownership of office compliance to include, fire safety log book, fire extinguisher servicing, fire marshals and first aid
- Administrative Support: Provide ad-hoc administrative support to departments
- Travel Coordination: Assist in the planning and booking of meetings, accommodation, travel and conferences
- Vendor Management: Manage relationships with vendors, suppliers, and service providers to ensure efficient and cost-effective services. Monitor and track 3rd party contracts/renewals
- Any other reasonable duties as required by Management
- What do I need to be eligible to apply?
- You need:

- Experience of working in an office management/coordination role
- Experience of working with stakeholders across an organisation
- A positive, confident and proactive approach
- Excellent organisation skills and attention to detail
- Excellent verbal and written communication skills
- Excellent IT skills including high proficiency in Microsoft Office suite
- Currently holds independent right to work



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