About us:

The Foreign, Commonwealth and Development Office (FCDO) Dublin is part of a world-wide network, representing UK political, economic and consular interests overseas and is now looking to recruit an Office/Hub Manager who will be based in the Invest Northern Ireland (Invest NI, www.investni.com) office in Dublin.

Invest NI is part of Northern Ireland’s Department for the Economy and the principal business development agency for the region. Invest NI’s international offices are responsible for supporting Northern Ireland companies in developing business overseas thus increasing export sales, developing collaborations and marketing Northern Ireland as an inward investment location. Invest NI works closely with a wide range of clients including local businesses, multi-national companies, industry bodies, universities and colleges.  It also works closely with business associations and stakeholders such as the UK’s Department for Business and Trade (DBT), Chambers of Commerce, the British Council, Intertrade Ireland and Tourism Ireland. Invest NI Dublin team primarily focuses on attracting Foreign Direct Investment into Northern Ireland but we have recently expanded our office space to enable Northern Ireland companies to use desks and meeting rooms when they are conducting business in Dublin.

This post is part of the enlarged GB & Europe Finance & Operations team, and the post-holder will report to the Finance & Operations Manager based in London. The post-holder will also be working closely with the Invest NI Dublin team (currently four people) and the Tourism Northern Ireland team who will be sharing the Dublin office space.

The Office/Hub Manager’s role entails:

As the Office/Hub Manager, this role is based in the office. You will be the onsite concierge staff member who is responsible for maintaining and safeguarding various aspects of the office. You will procure good and services in line with internal guidelines, manage office expenditure and process invoices in a timely and accurate manner. You will be responsible for ensuring the Invest NI Dublin office is compliant with local laws and regulations, and ensure that annual maintenance requirements are organised and complied with. You will manage and resolve issues relating to the office space or facilities.

As concierge staff you will be responsible for reception services such as welcoming Invest NI visitors, providing how office equipment works, sharing information such as nearby parking spaces etc. You will also be arranging catering as and when required.

You will communicate actively with Dublin team as well as Tourism Northern Ireland and the wider Finance & Operations team in the region, and other internal teams based in Invest NI Head office in Belfast. To provide a high standard of service to the visitors and other office users, you will be required to resolve problems and work with other internal teams.

Key responsibilities of the Office/Hub Manager will include: 

• Providing reception or concierge service onsite at Invest NI Dublin office on a full time basis, i.e. 5 days per week;
• Co-ordinating bookings from Invest NI clients and stakeholders for hot desk and meeting room usage, as well as assigning desks and meeting rooms;
• Organising the set-up of meeting rooms for clients and visitors;
• Organising and re-organising office furniture as required, e.g. for events in the office and re-arranging them after the event;
• Recording visitor attendance and reporting on hub usage;
• Promoting and driving uptake in usage of the Invest NI Dublin office;
• Ensuring the day to day running of the Dublin office goes smoothly, meeting our obligations as outlined in the office lease and related documents, managing procurement and making arrangements such as office repair & maintenance, catering etc.;
• Ensuring expenditure represents good value for money, in accordance with internal guidelines and in line with pre-allocated and pre-approved budget;
• Providing basic ICT support (i.e. office equipment, WIFI) and advising visitors as needed;
• Liaising and managing office facilities such as cleaning services and other related matters;
• Be the qualified first aider and fire warden for staff and visitor safety, ensure the office is compliant with the local health and safety law and regulations;
• Assisting with other Finance & Operations related matters for the wider GB & Europe team, such as travel bookings, procurement, expense processing and co-ordinating event approval requests and evaluations.

Our ideal candidate has:

• Proficiency in written and spoken English (C1 level according to the Common European Framework of Reference for Languages);
• Over 3 years’ working experience in a private or public sector organisation;
• Experience in managing a physical office environment;
• Good communication skills (you will be required to interact with a wide variety of individuals daily, from maintenance staff and visitors to senior managers and vendors);
• Proficient in the use of Microsoft Office (Word/Excel/PowerPoint);
• Ability to work at pace and independently as part of a remote team;
• Ability and willingness to work full time in the Invest NI Dublin office (5 days per week office based).